Version Dated June 02, 2006
Pennsylvania State System of Higher Education
______
A Manual For Utilization Of
An Approved Contract Form
______
C o n t r a c t M a n u a l
INSTRUCTIONS MANUAL
For
CONTRACT FORM
PASSHE-QAR-2005
A Centrally Held Open End Contract
To Acquire
Quality Assurance Reviews Of Construction Plans And Specifications
(Qa Reviews & Related Services)
Category 1. Interdisciplinary Review
Category 2. Constructability Review
Category 3. Forensic Review
Category 4. As-Built Review
Category 5. Other Reviews
Category 6. Workshops
______
AUGUST 2006
Contract PASSHE-QAR-2005 Contract Manual
Quality Assurance Reviews Of Construction Plans And Specifications Page 2 of 79
Version Dated June 02, 2006
Issuing Office
State System of Higher Education
Office of the Chancellor
Finance and Administration
Issuing Officer
Jim Barbush
Facilities Contracts Manager
Construction Support Office
Contract PASSHE-QAR-2005 Contract Manual
Quality Assurance Reviews Of Construction Plans And Specifications Page 2 of 79
Version Dated August 7, 2006
This Page Blank
Contract PASSHE-QAR-2005 Contract Manual
Quality Assurance Reviews Of Construction Plans And Specifications Page 2 of 79
Version Dated August 7, 2006
Contract manual
INSTRUCTIONS MANUAL
for
CONTRACT FORM
PASSHE-QAR-2005
A Centrally Held Open End Contract
To Acquire
Quality Assurance Reviews
Of Construction Plans And Specifications
Approval Dates
Office of General Counsel Approval – June 16, 2006
Office of Attorney General Approval – June 6, 2006
Maximum Term
6 Years
(2 Initial Years plus 2 Optional 2 Year Renewals)
Contract Limitation
Could Exceed $500,000 for Term of Contract
Categories Of Service
Category 1. Interdisciplinary Review
Category 2. Constructability Review
Category 3. Forensic Review
Category 4. As-Built Review
Category 5. Other Reviews
Category 6. Workshops
6 Firms Contracted
Categories Of Service 1 through 6
GTS Technologies, Inc.
Heery International, Inc.
Michael Baker Jr., Inc.
Urban Engineers, Inc.
Categories Of Service 1 and 6
Foreman Program and Construction Managers, Inc.
Category Of Service 5
Great Valley Consultants
Contract PASSHE-QAR-2005 Contract Manual
Quality Assurance Reviews Of Construction Plans And Specifications Page 2 of 79
Version Dated August 7, 2006
C o n t r a c t m a n u a l
INSTRUCTIONS MANUAL
for
CONTRACT FORM
PASSHE-QAR-2005
A Centrally Held Open End Contract
To Acquire
Quality Assurance Reviews
Of Construction Plans And Specifications
TABLE OF CONTENTS
( S h o r t V e r s i o n)
Section I INTRODUCTION
Section II SELECTED FIRMS
Section III SCOPE OF WORK AND DEFINITIONS
Section IV RFP UNDER WHICH FIRMS WERE SELECTED
Section V approved contract form
Section VI approval letters for contract form
Section viI rider c for all firms (overhead & hourly rates)
Section ViiI marketing information
Section IX firms’ definitions of services
Section X performance evaluation of qar firm (optional)
C o n t r a c t m a n u a l
INSTRUCTIONS MANUAL
for
CONTRACT FORM
PASSHE-QAR-2005
A Centrally Held Open End Contract
To Acquire
Quality Assurance Reviews
Of Construction Plans And Specifications
TABLE OF CONTENTS
( L o n g V e r s i o n)
Section I INTRODUCTION
Section I–A Manual For The Utilization Of Contract Form PASSHE-QAR-2005
Section I–B Scope Of Work (Summary)
Section I–C Thresholds
Section I–D Centrally Held Contracts
University Administered Individual Work Orders
Section I–E Contract Language
Section I–F Negotiations For Particular Projects
Section I–G Miscellaneous Instructions
Section II SELECTED FIRMS
List II–A List Of Firms & Susconsultants
List II–B Qualification Matrix
List II–C Contact Information
Section III SCOPE OF WORK & DEFINITIONS
Iii-1. Objectives
Iii-2. Historical And Anticipated Volumes Of Work
Iii-3. Scope Of Services
Iii-4. Description Of Services For Each Category Of Service
Iii-5. Tasks And Deliverables For Each Category Of Service
Section IV RFP UNDER WHICH FIRMS WERE SELECTED
RFP & Attachments
Addendum No. 1 – Responses To Questions
Addendum No. 2 – Responses To Questions
Section V approved contract form
AGREEMENT PAGES (Pages 1 to 4 for All Prime Firms)
AGREEMENT PAGES & SIGNATURE (FORM)
RIDER A SCOPE OF WORK
RIDER A EXHIBIT 1 - INDIVIDUAL WORK ORDER
RIDER B GENERAL CONDITIONS
RIDER C SPECIAL CONDITIONS
Section VI approval letters for contract form
None
Section viI rider c for all firms(overhead & hourly rates)
Rider C - Special Conditions
(Direct Labor Rates, Overhead Costs, Escalation Clause For Agreement Renewal)
Rate Charts For Each Firm
Section ViII marketing information SHEETS
Section IX firms’ definitions of services
Section X performance evaluation of qar firm (optional)
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Contract PASSHE-QAR-2005 Contract Manual
Quality Assurance Reviews Of Construction Plans And Specifications Table Of Contents
Page 3 of 3
Version Dated August 7, 2006
SECTION I
An Instructions Contract Manual
For The Utilization Of
Contract Form PASSHE-QAR-2005
INTRODUCTION
Table Of Contents
For
Section I INTRODUCTION
Section I–A Instructions Manual For The Utilization Of
Contract Form PASSHE-QAR-2005
Section I–B Scope Of Work (Summary)
Section I–C Thresholds
Section I–D Centrally Held Contracts
University Administered Individual Work Orders
Section I–E Contract Language
Section I–F Negotiations For Particular Projects
Section I–G Miscellaneous Instructions
Section I-A
A Centrally Held, Open End Contract To Acquire
Quality Assurance Reviews
Of Construction Plans And Specifications
(Qa Reviews & Related Services)
1. DEVELOPMENT OF CONTRACT MANUAL
This manual has been developed as an Instructions Manual for the utilization of ContractForm PASSHE-QAR-2005, a Centrally Held, Open End Contract To Acquire Quality Assurance Reviews Of Construction Plans And Specifications (Qa Reviews & Related Services)
This Manual Has been developed by: The Office of the Chancellor
Office Of Administration and Finance
Facilities Management Office
Construction Support Office
2. Categories Of Service
The Contract Form includes the following Categories Of Service:
Category 1. Interdisciplinary Review
Category 2. Constructability Review
Category 3. Forensic Review
Category 4. As-Built Review
Category 5. Other Reviews Related To Scope Of Work & Developed By Contracted Firms
Category 6. Workshops To Train System Staff In The Performance Of Qa Reviews
3. LEGAL APPROVAL OF CONTRACT FORM
The Contract Form PASSHE-QAR-2005 was approved as follows:
Office Of Chief Counsel (OCC) – Individual Approval. The Office of Chief Counsel of the PA State System Of Higher Education has reviewed and approved the Contract Form. Additionally, each contract has been submitted to the OCC for review and approval
Office Of General Counsel (OGC) – Individual Approval. All contracts for these services have been individually presented to the OGC for review and approval.
Office Of Attorney General (OAG) – Individual Approval. At the time this Contract Form was completed, the OAG was not accepting any contracts for form approval. Therefore, all contracts for these services have been individually presented to the OAG for review and approval.
4. RELEASE & DISTRIBUTION
This manual was completed and released in June/July 2006 by posting on the System’s web site. Each University will receive 2 hard copies, 1 for the Facilities Director and 1 for the Contract Specialist.
Section I-B
scope of work
(Summary)
The Scope Of Work for Contract Form PASSHE-QAR-2005 was developed to acquire specialized services known to the System as “Interdisciplinary Review.” Interdisciplinary Review may be defined as “a method to expose inconsistencies, conflicts, and coordination problems between disciplines and separate primes that may cause design related Change Orders.”
The System’s initial acquisition of Interdisciplinary Reviews was made as part of an Open End Professional Services Contract whereby 4 Professional A/E firms were contracted along with an Interdisciplinary Review Firm, RediCheck, to review design documents.
· 4 Professional Firms were contracted “to review design contract documents for multiple projects, completed by other professionals, at the schematic, preliminary, and final design stages. The professional services would include providing value engineering, constructibility reviews, scheduling, cost estimating, and development of procurement strategy where appropriate.”
· RediCheck was contracted “to conduct an interdisciplinary coordination review of the contract documents, to assure their accuracy.” (Note that, under contract form passhe-qar-2005, RediCheck has been acquired as a subcontract to gts Technologies, Inc.)
Universities were encouraged, if not mandated, to perform reviews of design documents, whether by the Professional and/or RediCheck.
To replace centrally held review contracts that expired in 2003, and other centrally held design contracts that also expired, the System opted to make the following acquisitions:
· Professional A/E Services. A full range of Professional A/E Services were acquired under Contract Form PASSHE-PROF-2005.
· Interdisciplinary Review Services. Since, the System deemed that Interdisciplinary Review Services (IRs) were specialized services only performed by certain firms that developed and utilized proven review methodologies, IRs were separately solicited and not included in the solicitation for other Professional A/E Services (Contract Form PASSHE-PROF-2005). Therefore, Contract Form PASSHE-QAR-2005 was developed.
In the development of Contract Form PASSHE-QAR-2005, a Scope of Work was developed that included various categories of service that were deemed related to Interdisciplinary Review Services. Thus, the following Categories Of Service are included in Contract Form PASSHE-QAR-2005:
Category 1. Interdisciplinary Review
Category 2. Constructability Review
Category 3. Forensic Review
Category 4. As-Built Review
Category 5. Other Reviews Related To Scope Of Work & Developed By Contracted Firms
Category 6. Workshops To Train System Staff In The Performance Of Qa Reviews
During the solicitation and selection process, the primary emphasis was put on Category1-Interdisciplinary Review and Category 2-Constructability Review. The other Categories Of Services, though valuable, were not necessarily determining factors in selecting firms for Contract Form PASSHE-QAR-2005. Major emphasis was put on Interdisciplinary Reviews and Constructability Reviews.
1. Included Services
The Scope of Services included in Contract Form PASSHE-QAR-2005 as stated in the RFP are as follows:
Various firms have defined terms and developed methods to perform the QA Reviews that are requested by this RFP. Defined terms and methods of performance may vary between firms. Such as, one firm has defined Constructability Review as something other than that as defined by another firm. For the purposes of this RFP, the requested services (the various types of reviews and the training workshop) are defined as follows:
1. Interdisciplinary Review may be defined as a method to expose inconsistencies, conflicts, and coordination problems between disciplines and separate primes that may cause design related Change Orders.
2. Constructability Reviews may be defined as detailed checking of plans and specifications for compatibility, feasibility, factors unique to the design and end product to be achieved, and consideration of construction methods, means, and materials.
Interdisciplinary Reviews and Constructability Reviews may include the detailed examination of contract documents in order to identify Discrepancies that may cause Contractors to refuse to bid on a project, or cause Contractors to submit inaccurate bids, excessive requests for information, and change orders to contracts.
Discrepancies are identified as items in drawings, specifications, or requirements that are incomplete, unclear, inconsistent, at variance with related items, missing (not located per reference), improperly identified, not identified, or otherwise confusing or misleading.
3. Forensic Reviews may be defined as a means to analyze a problematic project to determine what caused certain problems and assist in regaining control of the project.
4. As-Built Reviews may be defined as a means to determine if As-Built Drawings accurately show what has been constructed.
5. Other Reviews Related To The Scope Of Work And Developed By Contracted Firms may be defined as methods, other than those already described in this RFP, that are geared to identifying discrepancies that would affect costs and schedules for construction projects.
6. Workshops To Train System Staff In The Performance Of QA Reviews may be defined as seminars conducted by contracted firms that train System personnel in the performance of QA Reviews and related tasks associated with this RFP.
A firm may have other definitions for the above services that are geared to their particular means of providing the needed services. A firm may use their definitions of services in their Proposal as long as the firm clearly defines and explains in the Proposal the processes and methods that are used by the firm to conduct the services.
2. Excluded Services
Services that are not included in Contract Form PASSHE-QAR-2005 are as follows:
a. Professional A/E Services Contract Form PASSHE-PROF 2005
A Professional’s review of design documents to assure accuracy within a separate prime are not a part of Contract Form PASSHE-QAR-2005. Such services are covered under Contract Form PASSHE-PROF-2005.
Services included in Contract Form PASSHE-PROF-2005 are as follows:
· Architectural And Engineering Services
· Design, Bidding, And Construction Phase Services
· Services For Renovation, Alteration, Maintenance, & Repair Of Existing Facilities
· Facilities Planning & Maintenance Programs (Master Plans & Maintenance Plans)
· Feasibility Studies
· Preliminary Design Services
· Final Design Services
· Bid Phase Services
· Construction Phase Services (Not formal Construction Management or PAQA)
· Preparation And Review Of Design, Specifications, And Drawings
· Preparation And Review Of Construction Cost Estimates
· Preparation And Review Of Construction Schedules
· Various Investigations, Inspections, Studies, Surveys, Testing, and Reporting
· Geologic Investigations, Safety Inspections, Condition Inspections, Manual Preparation, Facilities Studies, Hydraulic Studies, Traffic Studies, Environmental Investigations, Master Planning, Water and Wastewater Treatment, Energy Studies, Photographic Mapping, Aerial Photography, Land Surveying, Construction Surveying, and any other services related to this RFP.
· Value Engineering
· Various Services within the Disciplines of Architecture, Civil, Structural, Geotechnical, Mechanical, Piping, Electrical, and other disciplines related to the design, construction, renovation, and maintenance of facilities.
· Other Professional Services, similar or related to this Scope of Work.
Section I-C
THRESHOLDS
1. Previous Open End Contracts
Contract Form PASSHE-QAR-2005 replaces previous Open End Contracts that have expired and were quite limited in scope and value. Under the previous Centrally Held Open End Contracts, if the University desired to acquire services that were beyond the limited scope and values, then a procurement of Professional Services by an RFPProcess was required for each project, thereby necessitating more time and investment to procure needed services.