Sole source procurement

Required documents

Procurement

• Determination & Findings for Procurement Issues
  • Example D&F
• Notice of Intent to Award
• CM/Contractor Contract Award Letter template – updated July, 2022 – by Contract Admin, Contract Admin director signs award letters over $5M
  • Instructions for Contractors and their Sureties for Bonded Contracts – updated July, 2022 – enclosure to Award Letter
• Notice to Proceed template – updated July, 2022

Administration/Division 0

• HECO-6a&b (2021) – VUSBC Statement of Structural and Special Inspections Form & Inspections Checklist – by A/E & Project Manager
• HECO-6a&b (2018) – VUSBC Statement of Structural and Special Inspections Form & Inspections Checklist – by A/E & Project Manager
• HECO-7 – updated 1/22/2024 – General Conditions of the Construction Contract for Capital Outlay Projects – does not include SGC for utilities
  • CO-7 – updated March, 2022 – General Conditions of the Construction Contract
• HECO-9 – updated 7/22/2021 – Contract Between University & Contractor – all Construction Options except CM Agency & CM at Risk
• CO-9a – Workers Compensation Certificate of Insurance Coverage
• CO-9b – Post Bid Modification confirm with Construction Admin Manager
• HECO-10 – updated 3/17/2022 – Standard Performance Bond
• HECO-10.1 – updated 3/17/2022 – Standard Labor & Material Payment Bond
• Contract Change Order and HECO-11a – Change Order Justification, superseded by e-Builder H11 process
  • HECO-GC-1 – updated 4/11/2023 – Change Order Estimate (General Contractors)
  • HECO-SC-1 – updated 10/13/2023 – Change Order Estimate (Subcontractors)
  • HECO-SS-1 – updated 9/19/2023 – Change Order Estimate (Sub-Subcontractors)
• Trimble Unity Construct H12 Process – Schedule of Values and Certificate for Payment
• CO-13 - Affidavit of Payment of Claims
• HECO-13.1b (2021) – Final Report of Structural and Special Inspections
• HECO-13.1b (2018) – Final Report of Structural and Special Inspections
• Certificate of Completion by Contractor   required for final Contractor payment   wording now part of Trimble Unity Construct process page when submitter checks final invoice.
• HECO-13.2a – updated July, 2022 – Certification of Partial or Substantial Completion by Contractor

Division 1

• Division 1 Template – updated 5/5/2025 – edited by A/E

Appendices

• Geotechnical Report – if required, see University Design Guidelines, section 3.2.4.1
• Asbestos Survey Report – if required, see University Design Guidelines, section 1.4.4.1
• Lead-Based Paint Survey Report – if required, see University Design Guidelines, section 1.4.4.2
• DGS-30-364 – Submittal Register –or similar approved format

Construction Administration by A/E or PM

• Certificate of Completion by A/E of Record – also see Project Completion for audit response
• HECO-13.1a – Certificate of Partial or Substantial Completion by A/E – also see Project Completion for audit response
• HECO-13.3 – updated May 8, 2025 – Combined Certificate of Use and Occupancy/Temporary Certificate of Use and Occupancy
• Sprinkler Inventory Form – to be completed for CUO application with data to be entered by FM Operations
• HECO-13.3b – Checklist for Occupancy – Beneficial, Set-up, or Partial