Maximize Your SWaM Potential
Guide to Doing Business at the University of Virginia
Step I: Know Yourself
This office manages the procurement of Pro-
fessional Services, Construction Managers,
and Contractors for the Academic area, the
Health System, and the College at Wise. Pro-jects include new construction and renovations
Many times firms try to focus on too many for both the Academic area and the Health
areas of specialization. Because of this, your System.
firm may be looked upon as a jack of all trades and a master of none. To avoid this, The staff in this office issue Requests for determine your firm’s greatest strength(s) Qualifications (RFQ's) for Architectural and and develop your business development Engineering (A/E) Services, and Requests for strategy around these strengths.
Proposals (RFP's) and Invitation for Bids (IFB's) for Construction Managers and Con-
Step II: Know the University
They also prepare and administer contracts re-
Where are your best points of entry?
sulting from the RFQ's, RFP's, and IFB's that
The University has various opportunities they issue. available throughout the organization. When If your firm is a small to medium size Class A,
considering these opportunities evaluate your B, or C general or subcontracting firm with
firm’s specialty, size, and experience. Ex-
limited experience and/or bonding capacity.
amination of these areas will help you deter-
Your firm’s entry point would be Facilities
Purchasing, Procurement Services. This office
For example, if your firm is a large, Class A is responsible for procurement of goods and general contractor, with lots of experience services in support of Facilities Management, and bonding at $1 million or more your entry Housing, and Athletics. This includes renova-point would be Facilities Planning and Con-
tions, replacement in kind, painting, asbestos
struction, Office of Contract Administration. removal, mold remediation, masonry, carpen-
try, insulation, floor and ceiling, etc.
Rendering of Emily Couric Clinical Cancer Center Rendering of Claude Moore Medical Education Building Learn about the University’s purchasing methods and procedures.
Below are some of the more frequent procurement methods used by Facilities Planning and Construction, Office of Contract Administration:
Construction Management –- Agency with Design Phase Services: services provided under contract with the University, which generally include preconstruction services and coordinating construction contracts for the benefit of the University, but may also include, if provided in the contract, furnishing construction services to the University. The Construction Manager has direct responsibility and liability to the University for performing the Work as described by the Contract Documents. Construction Management — At Risk with Design Phase Services: services provided under contract with the University, wherein a construction management firm assumes the risk for construction via the competitive negotiation contracting method. The construction management firm provides a range of pre-construction and construction management services which include consultation regarding the design of the building project and may also include cost estimation, the preparation and coordination of bid packages, scheduling, cost control, value management, acting as the general contractor during the construction, detailing the trade contractor scope of work, holding the trade contracts and other subcontracts, prequalifying and evaluating trade contractors and subcontractors, and providing management and construction services. On Demand Construction (previously Make-buy): Procurement of construction services from a pre-selected list of contractors. Emergency Procurement: “Fixed Fee Plus Reimbursable Costs” contract. Contract contains a “Not-To- Exceed’ amount. The initial “emergency notice to proceed” allows the contractor to start work. Contractor may not exceed 50% of the maximum contract amount without notifying the University and obtaining a formal contract. Other purchasing methods used by Facilities Planning and Construction can be found at this website: http://www.fm.virginia.edu/fpc/ContractAdmin/contractingoptions.htm
Below are some of the more frequent purchasing
Request For Quotations (RFQ): A notification by
methods used by Procurement Services, Facilities
the University soliciting quotes for specific products
Request for Proposal (RFP): A written public noti- Contract Opportunity (CO): A shortlist of vendors
fication by the University soliciting proposals for
that provide a narrow range of goods and services,
professional, nonprofessional, or contractor services.
The RFP generally describes the services sought, the unique capabilities or qualifications needed to per-form the work, factors to be used to evaluate propos-als and the conditions for negotiating prices and terms with the offerors.
Step III: Fuse Your Knowledge Make a focused plan using knowledge gained from Steps 1 and 2. Where will you fit best into the University? If your firm is a large Class A general contracting firm with significant experience (capital projects in excess of 500K), and bonding capabilities. Your plan may look like the following:
• Respond to a Facilities Planning and Construction, Contract Administration opportunity available on
the website: http://www.fm.virginia.edu/fpc/ContractAdmin/ConstructionAdvertise.htm OR in newspaper advertisements posted on Sundays in the Richmond Free Press, Richmond Times Dispatch, and Charlottesville Daily Progress.
• Network with Contract Administrators. Contacts available on website:
http://www.fm.virginia.edu/fpc/ContractAdmin/ConstructionAdmin.htm OR see staff listing on Page 6.
• Network with FP&C Administrators. Contact office of Supplier Diversity to request this.
• Communicate with other General Contractors about possibly partnering on future projects. See list of
contractors actively doing business with the University on page 7.
If your firm is a small to medium size general contractor or subcontractor (Class A, B, or C license with no or limited bonding capacity.) Your plan may look like the following:
• Respond to a Facilities Purchasing opportunity:
RFQ (via eVA Quick Quote): http://dps.dgs.virginia.gov/CBT/CBTVendor/QuickQuote/Index-quick-quote.htm
• Network with Facilities Purchasing Buyers. Contacts available on website:
http://www.procurement.virginia.edu/pagestaff OR see staff listing on Page 6. Rendering of Bavaro Hall
• Network with General Contractors actively doing business with us using our on-demand lists:
Contractors: http://www.fm.virginia.edu/fpcContracts/OnDemandList.xls Roofers: http://www.fm.virginia.edu/fpc/ContractAdmin/On-DemandRoofers040407.pdf Special Projects: http://www.fm.virginia.edu/fpccontracts/SpecialProjectsList.doc
• Find out whose been shortlisted for opportunities:
• Communicate with Facilities Management, Operations and Maintenance staff about upcoming
opportunities. See staff listing on Page 6.
• Communicate with Housing staff about upcoming opportunities.
Step IV: Action! Use the resources available to put your plan into action!
Listed below are more links to assist you in working your plan. Use them to determine the firms that bid and were awarded a project. This is helpful because it lets you know who your competition is and their pricing within the market.
http://www.fm.virginia.edu/fpccontracts/ConstructionBidTabs.xls http://www.fm.virginia.edu/fpc/ContractAdmin/ConstructionAdmin.htm Step V: Know the Organization Familiarize yourself with the players and the rules of the game!
Use the links below to help you learn about the organizational structures, policies and procedures at the University. This information is vital to the success of your business at the University!
Facilities Planning and Construction, Organizational Chart
General Conditions of the Contract (HECO 7):
http://dgs.state.va.us/FormsCenter/tabid/820/Default.aspx?udt_1673_param_detail=176 http://www.fm.virginia.edu/fpc/ContractAdmin/ConstructionManagement/ConstructionBonds.htm http://www.fm.virginia.edu/fpc/ContractAdmin/ConstructionManagement/Insurance.htm
Purchasing Terms and Conditions (Procurement Services):
As an agency of the Commonwealth of Virginia, the University of Virginia requires a Small, Womam, or Minority-owned (SWaM) business to be certified by the Department of Minority Business Enterprise (DMBE). Details may be found at:
or by writing [email protected]. Certification can normally be completed within thirty days. The University of Virginia is a member of the Virginia Association of School, college, and University Purchasing Professions (VASCUPP). VASCUPP members use a number of cooperative purchasing agreements. A list of these agreements may be found here: http://www.vcu.edu/procurement/coopcon.htm Facilities Planning and Construction, Contract Administration (Construction-only)
Pat Clifton · Manager · Office of Contract Administration · [email protected] · 434-982-5472
Martin Best · Sr. Contract Administrator · Health System · [email protected] · 434-243-3541
George Cullen · Contract Administrator · Academic · [email protected] · 434-982-4620
Julie Garmel · Contract Administrator · Academic · [email protected] · 434-982-5361
William Martin · Contract Administrator · Health System · [email protected] · 434-982-4611
http://www.fm.virginia.edu/fpc/ContractAdmin/ContractAdmin.htm Procurement Services, Facilities Purchasing
John Gerding · Procurement Manager · [email protected] · 434-982-2563
Mavis Dickerson · Program Support Technician · [email protected] · 434-982-6524
Jessie McGann · Program Support Technician · [email protected] · 434-243-5192
Diane Morse · Procurement Officer I · [email protected] · 434-982-5076
Frank Messina · Buyer Specialist · [email protected] · 434-982-5879
Heather Hite · Procurement Officer I · [email protected] · 434-982-5077
http://www.procurement.virginia.edu/pagestaff Facilities Management, Operations & Maintenance
Spike Weeks · Contract Administrations Manager · [email protected] · 434-982-5891
Tom Fischer · Building and Grounds Supervisor · [email protected] · 434-982-5693
Glenda Ferguson · Service Contract Administrator · [email protected] · 434-982-5878
Housing Division, Student, Family, Faculty, Staff Housing
Kevin Walls · Project Manager-Student Housing · [email protected] · 434-243-2013
Pat Toms · Property Manager-Family, Faculty, & Staff · [email protected] · 434-924-3226
Procurement Services, Supplier Diversity
Bill Cooper · Director of Supplier Diversity · [email protected] · 434-924-7174
Shannon Wampler · Sr. Supplier Diversity Coordinator · [email protected] · 434-924-3173
Lorie Strother · SWaM Contract Administrator · [email protected] · 434-243-2373
Contractors Actively Doing Business at the University
contact information for some of the above firms:
http://www.fm.virginia.edu/fpcContracts/OnDemandList.xls The Supplier Diversity Initiative’s mission is to eliminate the excuses that would prevent the University of Virginia from being the best that it can be because it failed to diversify its supply chain. We strive to enable strategic and sustainable relationships with diverse firms through straight talk, business development, insuring access to information, and effective networking.
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