Facilities and Planning
Consultant Contract Document Requirements

STATE BOARD OF HIGHER EDUCATION FORMAT is required on all projects valued in excess of $200,000. Confirm with Facilities project manager.  

A. GENERAL DRAFTING CONVENTIONS

Contract Documents
All documents are to be prepared on an AutoCAD base (i.e., .dwg format), Version 2004 or higher. Provide bid document record on 3-1/2 disk or CD-ROM and mylar copies of bid drawings. All bid drawings are to be plotted on double-sided, toothed mylar sheets. Millage must be at least 3 mils in thickness. As-built (a.k.a. record drawings) drawings are also required on all projects. These are to be prepared by consultant from markups by contractors and subcontractors. (Owner retains right to use and modify base drawings for Facilities management and as bases on future projects.) Again, provide on 3-1/2 disk, CD-ROM and mylar copies of as-built documents. Note that Facilities and Planning files both of these in the permanent archival hanging file. 

Sheet Sizes
Drawings may be drawn in the following sizes:

  • 24" x 36" D
  • 30" x 42" E

Lettering
Minimum lettering of 1/8" is required, for potential microfilm reproduction and half-size reduction.

Project Title
Verify exact job title with the Project Manager from Facilities and Planning prior to assigning a name.

Room Numbering
At the completion of Design Development, submit one blueline set to the Project Manager with room names. Utilizing the State Board's inventory standards, Facilities and Planning will mark room numbers for inclusion on the consultant's drawings. All consultants must identify room numbers on drawings. The architects are to provide in their background sets the room names and numbers for other consultants -- mechanical, electrical, interiors, etc. All door and finish schedules and signage systems must follow assigned room numbering system.

CAD  (Bid and Record Files)
Clearly indicate the following on the computer disks: Firm Name, Project Name, Date, Version of Software Used, and Operating System and Version.

B. PROJECT MANUAL REQUIREMENTS
The Project Manual is a legal document consisting of the Oregon University System's (OUS) Bid and Contract Documents, Technical Specifications  and Drawings. The OUS Bid and Contract Documents, linked below, are required formats for State Board of Higher Education projects. With the exception of the Instructions to Bidders and the General Conditions, the following sections must be edited for every project.

Cover Sheet

  1. Project Title (from PSU project manager) Generally includes Project Name, Room Number(s), Building Name, and Project Year
  2. Consultant's Name, Consultant's Project Manager, with Telephone Number, Pager, and Fax Number; also list project team -- Architect, Engineers, and Project Manager if different from PSU staff
  3. List PSU Facilities and Planning Mailing Address, Telephone Number, and Fax
  4. Date of Issue (month/day/year) Consultant's Professional Stamp, Dated and Signed on Bid Set

Table of Contents
Modify as required to list all documents.

Advertisement For Bid
Modify draft format for your project. E-mail or Fax copy to PSU Project Manager for approval.

1) Advertise in Daily Journal of Commerce once. Publish on a Tuesday or Thursday. Transmit PSU-approved advertisement to DJC 2 days ahead of Bid. PSU will set bid opening at 3:00 pm on a Thursday 3 to 5 weeks after the advertisement appears. All bids are opened at PSU Facilities and Planning. Have DJC bill advertisement costs directly to PSU; direct to attention of the PSU Facilities and Planning Contracts Coordinator.

2) Identify duration (in number of calendar days) of contract  or Final Completion Date.

3) Use short form of advertisement in The Skanner, Portland Observer, El Latino de Hoy or other identified minority publication. Run once. Bill directly to the PSU Facilities and Planning Contracts Coordinator. Call the Contracts Coordinator to verify which publications.

4) Verify plan center list with PSU Project Manager.  

Affirmative Action
(Good Faith Efforts)

1) Good faith efforts in the hiring of minority owned, women owned and emerging small businesses are required on projects estimated at more than $25,000, per Oregon Administrative Rules. If not included, provide the following  note of encouragement in the Supplemental Instructions to Bidders, item 1. "Affirmative Action Requirements for Bids to the State Board of Higher Education are not mandatory for this project; however, bids are invited from minority-owned, women-owned and emerging small businesses."

2) Establish good faith goal percentage for both of the categories with PSU's Project Manager on projects valued at more than $25,000.

Instructions to Bidders
 Insert as is.

Supplemental General Conditions
 Modify as required.

Bid Form
Form needs to be modified by the consultant. Insert the following information in the draft format in item:

1) Project Name (per Project Manual and Advertisement)

2) Closing Date and Time, Location

3) Under item 2: "The Undersigned proposes to (Add or Subtract) to the Basic Bid indicated above the items of Work relating to the following alternate(s), as designated in the Specification Division 1." Then list alternate(s), description, and add or subtract blank line for amount.  4) Under item 3, identify in which Division and/or Section the time to complete project or final completion date is listed. Verify with PSU Project Manager. Usually in Section 01010, Summary of Work.

Bid Bond

Agreement

Performance Bond

Payment Bond

Standard General Conditions

Supplemental General Conditions
Coordinate with PSU Project Manager. Specific project concerns may require that language be added to protect both Consultant and Owner. Note that Requests for Modification require review and approval by the State Attorney General.

Prevailing Wage Rates for Public Works Contracts In Oregon
 This is a listing published by the Oregon Bureau of Labor and Industries (BOLI) twice a year -- in January and July.  Approximately 80 pages, it must be included in the project manual. Between the biannual "Prevailing Wage Rates" booklets, BOLI also issues amendments to the booklet, sometimes as often as one each month, which should be incorporated into the contract documents at the time of issuance. Prevailing Wage Rates booklets and amendments are available on the Internet at http://www.boli.state.or.us or as a hard copy from PSU (or from BOLI) for multiple reproduction.

Division 1 Requirements
PSU Division 1 requirements. These must be reviewed with the OUS Bid and Contract Documents and approved at the Owner's final review (i.e., 95% complete state). Owner  will not review drawings and specs unless:

1) All OUS Bid and Contract Documents are included per comments above.

2) All of Division 1 draft requirements are available for review.

3) The Consultant will be required to provide the Owner with 4 copies of all 95% review documents. The schedule must allow for Owner's staff review (a minimum of 2 weeks). If in the opinion of the Project Manager the drawings and specs are incomplete for review, the drawings and specs will be returned without review.

NOTE:
The Consultant must return all red-lined specs and drawings with comments prior to bid  and demonstrate that issues raised by Owner's review are addressed prior to bidding. Failure to return red-lined specs and drawings and to adequately demonstrate resolution of issues raised, will result in consultant bearing the cost of ALL change orders or other costs necessary to resolve Owner concerns and issues, at Owner's discretion.

Pre-Bid Requirement

Mandatory Pre-Bid Conference:
 PSU generally requires that all bidders attend a mandatory pre-bid conference and walk-through at least 12 working days prior to bid opening. The purpose of the pre-bid conference is to discuss Affirmative Action requirements, bid requirements, review the project, and answer questions. A walk-through is scheduled for the same time. Consultant to document attendance and issue answers to questions raised at pre-bid conference via addendum.

C. COORDINATION REQUIREMENTS
 The following is intended to define Facilities drawing and project manual review requirements in general. Please confirm exact requirements with PSU Project Manager.

Schematic Design Phase
 Provide three (3) copies of schematic design plans, project description and estimates in the formal submittal. 

Design Development
 Provide three (3) copies of design development plans, outline specifications, and estimates in the formal submittal.

Contract Document Phase
 Provide a coordination set at 50% completion if requested. Confirm with PSU Project Manager if this is required.

Final Review (95%)
 The Project Manual must include drafts of the following sections: the advertisement, supplementary instruction to bidders, bid form, supplementary conditions, and summary of work in addition to all specifications. A marked-up set of changes will be returned to the architect for inclusion in the documents prior to bid. Resubmit required corrections and changes as noted. Bid dates, pre-bid conference schedules, etc., will be set by the PSU Project Manager.

Bid Phase

Consultants
 issue bid documents and maintain lists of bid holders, and issue addenda, and clarifications. PSU does not issue drawings.

Provide two (2) full-size sets of bid documents to the PSU Project Manager at bid. These are assigned to the construction inspector and office stick set. Verify number of sets to be printed for bid. Generally 40 to 50 sets are printed for large projects, 15 to 20 for small. Verify plan center list in draft advertisement form and reproduction costs.  Provide two sets of all addenda to Owner's Representative at the same time as you do to bidders and plan centers. Sets may be issued through a print shop, printing costs to be documented per reimbursable expenses submittal. If sets are sold or deposits not returned, document and credit Owner for "profit."

Half Size Reproduction
 Provide these on projects only when requested, and generally on all projects which exceed five million dollars ($5,000,000) in cost. The consultant is to provide a 1/2 scale mylar copy of all sheets for reproduction.

Contract Phase
 Five (5) signed contract copies incorporating all addenda are required. These are traditionally assigned numbers 1 through 5. Contract copies are distributed as follows. Addendum must be bound in a set, not stapled as an afterthought:

  1. Consultant
  2. Contractor
  3. State Board of Higher Education (Vice Chancellor)
  4. Facilities Contract File
  5. Facilities Stick File
Original copies of Bid Forms, Insurance, and Bid Bond must be in bond set. (Tip: Keep 5 sets of bid docs and addenda and bind when signed inserts are forwarded from contractor.)

D. PROJECT CLOSEOUT DOCUMENTATION 

Documentation Required for Facilities Archives
 The consultant will turn over both the bid and as-built mylar base drawings/project manual and specifications in a three-ring binder at the completion of the project for the Facilities archive file, and a CD-ROM disk of AutoCAD drawings and word processed specifications. Sepias are unacceptable as a medium.

The As-Built plans are to document the design at bid contract signing and completion; thus, they must clearly indicate all addenda and change orders. These drawings are maintained for the life of the building, which may be 70 years or more.

Also required are:
 Shop drawings
Project submittals
Owner O&M manuals (digital and hard copy; format per PSU Standards)
Copies of any appeals filed with the City of Portland
Copies of any agreements made with the City of Portland
Fire Life Safety Analysis (digital and hard copy; format per PSU standards) 

Clarification and Change Order Drawings
 The consultant will issue clarification or change order drawings as required during the project. These must be incorporated into the as-built document drawings for record purposes. Change orders should be on the same size sheets as the project was drawn.  Change orders should be clouded and numbered and date should appear on each sheet. They should be listed in the index to drawings. Note that specs require similar documentation.

As Reported As-Builts
 All as-built conditions must be clearly shown at the completion of the job.  The consultant must review and approve the as-builts prior to submittal to Facilities. Any drawings, details or modification of project details which clarified or altered the base drawings must be integrated into both digital and hard copy as-built documents.   Consultant must coordinate all spec sections to verify that documentation is consistent.  Define in specs to coordinate with consultant's scope of work contract. 

Shop Drawings, Warranties and Maintenance Documentation