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									   The University of West Florida         `
   Facilities Development & Operations


                                    August 2009
Project Manager’s Manual

                 University of West Florida
                 11000 University Parkway
                  Pensacola Florida 32514
                   Phone: 850-474-2007
                    Fax: 850-857-6076

                               Table of Contents

INDEX FORMS ................................................................................................. i
INDEX SOP’S (Standard Operatiing Procedures) ........................................... ii
EXPECTATION ..............................................................................................iii
SUMMARY Design .......................................................................................... iv


THE PLANNING PROCESS........................................................................... 1
     The Design Process ................................................................................................. 2
            Design Procedures ...................................................................................... 2
            Consultant Design Procedures ................................................................. 2
     Plan Review Submittals ........................................................................................... 3

BID PROCEDURES and CONTRACTING.................................................... 5
     Using a Job Order Contractor(JOC) ..................................................................... 5
     Through Procurement Services .............................................................................. 6

CONSTRUCTION PROCEDURES ................................................................ 8
     Pre-Construction Meeting Checklist ..................................................................... 8
     Project Management/Construction Administration ........................................... 8

PROJECT CLOSE OUT ................................................................................. 10
     Project Folders Checklist ...................................................................................... 10
     Turnover and Project Close-Out ......................................................................... 11
     Records Distribution Checklist ............................................................................ 12
     Occupancy Checklist.............................................................................................. 12

CONTRACT & CONSULTANTS .................................................................. 13
     Design Consultant List .......................................................................................... 14
     Job Order Contract (JOC)List .............................................................................. 16
                             FACILITIES DEVELOPMENT & OPERATIONS
                                                                                                 Return to Index
                                         FORMS – INDEX

AEP         Construction Project Request Form Instructions
AEP     1   Construction Project Request Form
AEP     2   Request for funds
AEP     3   Project Review
AEP     4   Proof of Site Visit
AEP     5   Sign In Sheet
AEP     6   Educational & General Capital Request Form Fiscal Year (pdf/form fillable-fill in current year)
AEP     7   Contact Information Sheet
AEP     9   Space Programming Form
AEP     9 A Space Request Form
AEP     10  Scope Statement
AEP     11  Estimating Recap
AEP     12  Project Checklist

AEH     1  Project Route Sheet
AEH     2  Phone Log
AEH     3  Punchlist Inspection Sheet
AEH     4  Transmittal Letter
AEH     5  Daily Field Observation Report
AEH     6  Submittal Log
AEH     7  Contractor Performance Evaluation
AEH     8  Consultant Performance Evaluation
AEH     9  Bib Award Recommendation
AEH     10 Contractor Evaluation
AEH     11 Fire Marshal Plan Review

AECT     1  Substitution Request During the Biding Phase
AECT     2  Consultant Pay Request
AECT     3  Additional Services Authorization
AECT     4  Scope of Service Letter Exhibit 5

AECR    Contractor Documents
AECR     2    Subcontractors & Major Material Suppliers List
AECR     3    Application & Certification For Payment
AECR     3A Schedule of Values
AECR     4    Construction Contract Change Order Request
AECR     5    Certificate of Substantial Completion
AECR     6    Certificate of Contract Completion
AECR     7    State Fire Marshal Request for Building Site Inspection
AECR     8    Partial Lien Waiver
AECR     9    Final Lien Waiver
AECR     10   Certified Minority Business Data Form
AECR     11   Request for Information

                                                                                                         Updated: August 2009

                                 FACILITIES DEVELOPMENT & OPERATIONS
                                   STANDARD OPERATING PROCEDURES
                                               SOP - INDEX


AES 1.002 - Computer Server Filing System and File Naming
AES 1.003 - Security of Campus Documentation
AES 1.004 - Mapping Updates/Maintenance


AES 2.001 - Project Drawing Review Process
AES 2.002 - Construction Projects Contracting
AES 2.003 - ADA Projects and Reasonable Accommodations Projects
AES 2.004 - Plans Examination/Permitting
AES 2.005 - Mapping Updates Maintenance
AES 2.006 - Design and Construction Procedures – In House
AES 2.007 - Furniture and Fixture Purchases Related to a Project
AES 2.008 - Interior Finish Standards
AES 2.009 - Project Folder Contents/Checklist
AES 2.010 - Project Pre-Construction Procedures
AES 2.011 - Departmental Moves
AES 2.012 - Construction Project Updates
AES 2.013 - Department Funded Project Procedures and Cost Responsibility
AES 2.014 - Construction Change Order Procedures
AES 2.015 - Department Funded: In-House Design, Contractual Construction and Costs
AES 2.016 - Department Funded: Consultant Design and Construction
AES 2.017 - Construction Safety
AES 2.018 - Job Order Contract (JOC) Negotiation
AES 2.019 - UWF Dig Procedures
AES 2.020 - Liquidated Damages on Job Order Contract (JOC) General Contractors
AES 2.021 - Campus Building Roof Plans
AES .022 - Delivery of Project Submittal Documents to UWF
AES 2.023 - Direct Purchase Orders for Professional Project Services
AES 2.024 - UWF Construction Project cost Database

C:\Documents and Settings\pcravatt\Desktop\AES SOP Index.doc

AES 3.000 - Assignment and Utilization of Space
AES 3.001 - Interior Signage
AES 3.002 - External Direction Sign System
AES 3.003 - Lease Space Telecom Access
AES 3.005 - Space Database Entries and Maintenance
AES 3.006 - Campus Building Floor Plans
AES 3.007 - Space Committee Procedures – Customer Service
AES 3.008 - Lease Space Procedures
AES 3.008a - Space Request & Leased Property Flow Chart
AES 3.009 - Risk Management Procedures
AES 3.010 - Lease Space Maintenance Procedure

AES 4.XXX           JOINT ITS/AES :            (Review Process)

AES 4.002 -Telecom Room Access
AES 4.003 - Telecom Outlet Installations
AES 4.004 - Premise Wiring
AES 4.005 - Outside Plant Cabling

C:\Documents and Settings\pcravatt\Desktop\AES SOP Index.doc
                                                                                         Return to Index

                        Facilities Development & Operations
                         Project Management Expectations

                      Be PASSIONATE and take PRIDE in your work

   1. SCOPE – ensure that the scope is fully developed to include other items affected by the
      project. Manage the scope to avoid “scope creep” by the users. If scope creeps, budget will
      be impacted.

  2. BUDGET – review and provide input to the planning and budgeting process to ensure an
     adequate budget. Manage and track all expenses on the PM report.

  3. SCHEDULE – Develop a tentative schedule with the users and all others affected by the
     project. Continually communicate schedule changes or delays.

  4. QUALITY - Carefully review, specify and approve products. Ensure compliance with the
     Design and Construction Standards. Bottom line is….think “Quality” and “Long Life-
     Cycle”. Be very apprehensive about approving substitute products.

  5. COMMUNICATE – Critical to customer service. Communicate clearly and frequently with
     the user through ever step of the process. Ensure scope is clearly understood, budget and
     schedule are communicated. Communicate with the users and any others affected by the

  6. MANAGE 100% OF THE PROJECT: Coordinate any and all equipment or furnishings
     related to the project or subsequent to the project. Select finishes and provide users with 2-3
     options. Do not allow users to meet directly with vendors.

  7. DESIGN and CONTRACTOR ACCOUNTABILITY: Ensure that design firms and
     contractors are performing work in compliance with the Building Design and Construction
     Standards and contract documents. Take time to perform detailed punchlist inspections.
     Keep contractors accountable for warranty work.

Associate Vice President
Facilities Development & Operations

                                                                                    Updated: August 2009
                                                                                                                                                                    Return to Index

                                                             PROJECT MANAGEMENT SUMMARY AND INDEX


                    DESIGN PROCESSES                                                                        I DESIGN PROCESSES (cont.)
1.   Project request via email, verbal, Work Order or PRF form. TMA work order              9.  The Office of Procurement & Contracts advertises & receives bids. Prior to award,
     number is identified.                                                                      Procurement & Contracts notifies the user of the updated budget amount required,
                Project Request Form (PRF)                                                      including contingency, based on the bids. (Note: If negotiated, Purchase Order to
                Space Request Form                                                              will be sent to the “blanket” contractor, A&E Services appropriate staff and
2.   Project Manager contacts user to determine scope, schedule and budget. After this,         Business Manager). Any clarifications will be addressed via addendum
     it is determined if the project can be designed “in-house”.                                          Addendum
            a. Scope Statement –(1 page)                                                                  Proof of Site Visit Form
            b. Detailed estimate of Work                                                                  Mandatory Pre-Bid Meeting Agenda
            c. Project Schedule                                                                           Sign-in Form (for meetings)
3.   Project Manager to review above documents with customer for confirmation prior                       Substitution Request Form (pre-bid)
     to proceeding.                                                                                       Bid Tabulation Form
4.   Project Request Form is circulated for review comments and signatures. After                         List of Subcontractors Form
     approved, the customer sends a written authorization to proceed with “Review and       10. Procurement & Contracts posts notice of award and issues Notice-to-Proceed to
     Approval of Fiscal Agent”.                                                                 contractor.
5.   Business Manager encumbers funds, acquires Assoc. V.P. signature and forwards
     fully executed PRF to the Project Manager, the customer and fiscal agent.                                    CONTRACT ADMINISTRATION
6.   Project Manager sets up project on TMA
7.   Project is designed in consultation with the requestor and fiscal agent and estimate   11. Contractor performs work and invoices Facilities Development & Operations for
     is refined (if required, request additional funds). Project Manager to consult with        work performed. Any change in scope of work shall be documented as a Change
     the Escambia County Building Inspectors Division and the State Fire Marshall for           Order. The Project Manager approves payments submitted and forwards to
     code compliance review comments. Project to be reviewed by in-house staff.                 Business Manager. (See page 22 for “Project Manager Responsibilities during
                Request for Additional Funds for Construction Form                              Contract Administration”).
                State Fire Marshal Plan Review Section Payment Information                  12. Project Manager to hold project meetings every two weeks on the project premises
                Project Review Form                                                             to review progress and schedule.
                UWF Building Design and Construction Standards                                            Pre-Construction Meeting Agenda (SOP 2.010)
                                                                                                          Construction Project Application for Payment
                          BIDDING/NEGOTIATIONS                                                            State Fire Marshal request for Building Site Inspection
                                                                                                          Change Order Request
8.   Project Manager will prepare a Purchase Requisition with bid documents (plans                        Change Order Request Log
     and specifications). Prepared package is sent to the Business Mgr. For initialing                    Submittal Register
     and forwarded to the Assoc. V.P. for signatures and copies to the customer. (Note:                   Substitution Request Form (post-bid)
     If negotiated with a “blanket” contractor, requisition shall name such contractor).                  Construction Meeting Agenda
                Purchase Requisition Form                                                                 Daily Field Observation Report
                                                                                                          Certificate of Substantial Completion
                                                                                                          Certificate of Final Inspection
                                                                                                          Certificate of Contract Completion and Release of Lien
                                                                                                          Transmittal Form

                                                                                                                                                                          February 27, 2009
                                                                                                                                                                                      2 of 2
                                                                                                          CONSULTANT DESIGN PROCESSES (cont.)
Consultant use criteria:
                                                                                                   Each submittal is to be reviewed and commented by in-house staff.
If a project is an assembly area or has excessive electrical, HVAC or plumbing                              Project Review Form
renovations, a Design Consultant will be required.                                                          Request for Additional Funds for Construction Form
                                                                                                            UWF Building Design and Construction Standards
    1.   Customer Request via Project Request Form (PRF) and TMA work order number            10. Contract documents are completed with all review comments incorporated.
         is identified.
                    Project Request Form (PRF)                                                                        BIDDING/NEGOTIATIONS
                    Space Request Form
    2.   Project Manager meets with the user to identify a scope of work. After this, it is   11. Project Manager prepares a Purchase Requisition with bid documents (plans and
         determined if a design consultant is required.                                           specifications). Prepared package is sent to the Business Mgr. for initialing and
                    Scope Statement –(1 page)                                                     forwarded to Assoc. V.P. for signatures and copies to the customer. (Note: If
                    Detailed estimate of Work                                                     negotiated with a “blanket” contractor, requisition shall name such contractor.
                    Project Schedule                                                              The Purchase Requisition shall have the contractor’s negotiated proposal
    3.   Project Manager requests and receives a written fee proposal from “blanket”              attached).
         design consultants. The fee proposal is reviewed by the Project Manager to verify                   Purchase Requisition Form
         values and hours with blanket contract and then forwarded to the Business                           Mandatory Pre-Bid Meeting Agenda
         Manager. PRF is circulated to internal departments and estimate is sent to the                      Proof of Site Visit Form
         customer (PRF Steps 4-8).                                                                           Addendum
                    Scope and submittal requirements                                                         Substitution Request Form (Pre-bid)
                    Project Checklist                                                                        Bid Tabulation Form
                    Fee Proposal                                                                             Sign-in Form (for meetings)
    4.   Customer sends written authorization to the Project Manager to proceed with
         completion of “Review and Approval of Fiscal Agent”.                                                      CONTRACT ADMINISTRATION
    5.   Initialed PRF is forwarded to the Business Manager to identify the budget amount,
         account number, account type and account name to which invoices may be
                                                                                              12. Contractor performs work and invoices A&E Services for work performed. Any
                                                                                                  change in scope of work shall be documented as a Change Order. The Project
    6.   If consultant design fee is approved, then the A&E Services Director, Facilities
                                                                                                  Manager approves payments submitted and forwards to Business Manager. (See
         Management Director, or EH&S Director will accept the fee proposal via written
                                                                                                  page 22 for “Project Manager Responsibilities during Contract
         confirmation (letter or email) to the consultant stating that a NTP and Purchase
         Order will be forthcoming from Procurement Services. The letter shall be copied
                                                                                              13. Project Manager to hold project meetings every two weeks on the project
         to the Plant Operations & Maintenance, Environmental Health & Safety, Project
                                                                                                  premises to review progress and schedule.
         Manager and Business Manager.
                                                                                                            Pre-Construction Meeting Agenda – (SOP 2.010)
                    Purchase Requisition
                                                                                                            Construction Project Application for Payment
                    Fee acceptance letter
                                                                                                            State Fire Marshal request for Building Site Inspection
    7.   Procurement Services issues a Notice-to-Proceed and Purchase Order to the
                                                                                                            Change Order Request
         consultant for services to be rendered and copies the Project Manager and Business
                                                                                                            Change Order Request Log
                                                                                                            Request for Proposal
    8.   Project Manager prepares a purchase requisition attaching the consultant’s fee
                                                                                                            Request for Information
         proposal. The requisition is forwarded to the Business Manager for initialing to
                                                                                                            Submittal Register Form
         encumber funds and forwards to the Assoc. V.P. for signatures with a copy to the
                                                                                                            Substitution Request Form (post-bid)
                                                                                                            Construction Meeting Agenda
    9.   The Project Manager oversees design development in consultation with the
                                                                                                            Daily Field Observation Report
         consultant, customer and fiscal agent. Refined construction estimates required at
                                                                                                            Certificate of Substantial Completion
         each design submittal and copies are sent to the customer. Incremental design
                                                                                                            Certificate of Final Inspection
         submittals are required in accordance with the UWF Buildings Design and
                                                                                                            Certificate of Contract Completion and Release of Lien
         Construction Standards. Project Manager and consultant are to consult with the
         Escambia County Building Inspectors Division and State Fire Marshal during                                              i.                                                      v
         design phases.
Return to Index


The Planning Process
Planning begins each year by prioritizing the Capital Projects Requests. The resulting list becomes the
Formula Funded PECO Projects for the coming year. In addition, campus requests are submitted
throughout the year. These projects are either paid for by the department or added to the Capital
Projects Requests list for planning for the next year.

The Formula Funded PECO list is divided into the following categories:

        Life Safety
        Capital Renewal
    *Note: All PECO funds revert 31 months after the July 1 year of release.

The Project Manager will follow the following to plan projects:

    1. Formula Funded, capital projects, utility/infrastructure, and departmental projects will be
       assigned project numbers by Planning before any work is executed.

    2. The requestor is contacted for a site visit. The Project Manager will be identified and be a part
       of the process.

    3. During the site visit, the scope will be identified and a signature will be obtained on the Project
       Request Form (PRF). Within 10 days after the visit, planning and estimating will provide the
       requestor with the following documents:

             a. Scope. The scope statement will address any issues with codes, signage, EH&S,
                inspection, construction guidelines, Space Management, tagged equipment, and design
                recommendations. The scope statement will have the funding source, project
                number, schedule, and project title.

             b. Budget. The budget will be reviewed and approved by the scheduled Project
                Manager. The budget will include inspection fees, contingencies, and estimate to do
                the work identified in the scope statement.

             c. Sketch. An in-house hand or CAD sketch of work to be done will be completed by
                the Planning and design department.

                                                                                             August 2009
            d. Project Request Form. (AEP 1) The form will be filled out and ready for the
               requestor’s signature and account number indicating that they wish to proceed with
               the project.

   4. The project request form will be routed to obtain the necessary signatures.

The Design Process
After the project request form is signed with an account number, the design begins. There are three
types of design:

   1. Design Process

   2. Consultant Design - Use a JOC Design licensed design professional.

   3. Design-Build - Design build projects are acceptable for some smaller scale projects;
      however, planning with the firm to provide a fee proposal letter explaining expectations with
      drawings, Building Code Administration, and construction will be required.

In-House Design Procedures

   1. The Project Manager will communicate with the Escambia County Building Codes
      Division, to receive recommendations throughout the design process.

   2. After the design is complete, the Project Manager (PM) will request review and comments.
      The Project Manager will provide a review sheet for signatures and comments for the review.
      All drawings, whether in-house design or consultant, will require the Manager, Computer Drafting Services, to
      send out a notification of drawing review. (SOP AES 2.001)

   3. In-House design and construction procedures summary is outlined in AES 2.006 Project
      Construction Procedures – In-House Design. This SOP gives a list of forms used for the
      project process.

   4. The Project Manager, will submit four (see SOP 2.001) copies of the approved drawings
      to the Escambia County Building Codes Division for plan review and permitting.

Consultant Design Procedures

   1. Projects for an assembly area, or construction cost is over $25K, or has excessive
      electrical/HVAC/Plumbing renovations, the services of a licensed professional will be

   2. After completion of preliminary scope, sketch, and budget review, the Project Manager will
      send a “Request for Fee Proposal” letter to the consultant. Consultants are selected based on
      expertise and workload. (For Fee Proposal Letter template see: AECT4-Scope of Service
      Letter - Exhibit 5 )

                                                                                                    August 2009
    3. The Project Manager will obtain account information and signatures on PRF to complete a
       “package” for submittal for the project.

    4. The Project Manager will verify that the fee proposal meets the contract requirements (values
       and hours) and scope needs as well as obtaining the project manager approvals.

    5. The requisition (to the consultant) will be submitted to the Business Manager with a package
       including scope statement, PRF, and supporting information. The requisition must include the
       PM name, contact, and contact number and if possible, the project start date. The PM will
       sign the requisition as well as approval of the contract for design work.

    6. The Associate Vice President of Facilities Development and Operations will determine a
       Project Manager and ensure that the PM is fully involved and aware of the project and agrees
       with the package submittal.

    7. The Business Manager will route the requisition to the Associate Vice President for signature
       and then send to Procurement Services.

    8. A “Fee Acceptance Letter” will be sent to the design firm. (see SOP 2.012) The letter will
       state the fee has been accepted and that the project is being routed for signatures and
       processing. This procedure may take as long as two weeks.

    9. After the 100 % design is complete, the Project Manager (PM) will send an e-mail, with the
       project manager’s name, deadline for responses, and project number to everyone for the
       “final” review. The Project Manager, will provide a review sheet for signatures and comments
       once the project is reviewed. The Project Manager will be responsible to summarize the
       comments prior to being forwarded to the design consultant. (SOP AES 2.001)

    10. The Project Manager will send comments back to the designer for revisions.

    11. The Architect/Engineer will submit (6) sets of 100% drawings to the Planning Department,
        four of which will be signed/sealed (see SOP 2.001)

    12. The Project Manager will send the Building Code Administrator four signed/sealed sets for
        plan review and permitting.

Plan Review Submittals
The following items must be submitted to the Building Code Administrator for any new
   construction, remodeling, or renovation

The BCA review process is a 100% plan review in which the BCA formally supports the Architectural
and Engineering directorate in their plan reviews. A minimum of 14 days is required for this review
and comments are normally provided via email to the Professional Designer and Project Manager.

 Note: Plans that are required to go to outside agencies for review (i.e. Florida State Fire Marshall, Florida Statute
633.085, paragraph (3) (b) requires 30 days.

                                                                                                       August 2009
In a 100% plan review, the following are the minimum requirements;

1. Four (4) sets of signed/sealed plans containing designers name and signature on drawings or an
   Architect/Engineer stamp and seal for any of the following:

       i.     Assembly, Educational, or Institutional types of occupancy
       ii.    Construction over $25,000 in job cost
       iii.   Construction over 1,000 square feet in area

 2.   Wind load certification
 3.   Site or location plan—to scale
 4.   Elevations (Front, rear, left/right side)
 5.   Roof/Floor system design (truss designers layout sheet if necessary)
 6.   Details in accordance with Florida Building Code, 104.3.1 to include;
              o Floor Plan
              o Wall section(s)
              o Foundation
              o Rated assembly identification and details
              o Rated system identification and details
              o Connectors, fasteners, gable bracing, and fastening specifications.
              o Florida Product Approval Certifications and products it applies to
              o Project Mangers Name and Account information for permitting

7.    There are additional items that maybe required for projects that require special reviews or have
      special circumstances. These items include, but are not limited to;
              i. Topographical survey with flood zone addressed
              ii. Geo-technical report
              iv. Army Corp of Engineers Approval
              v. Department of Environmental Protection approval

8.    Once projects meet the minimum qualifications for acceptance and review, then the permitting
      process may begin.

9.    It is ultimately the PM’s responsibility to ensure routing/approvals, and keep track of the project

10. The PM has full responsibility to track Fire Marshal approval. Design Professionals have the
    responsibility to request Fire Marshal reviews and Final Inspections; however, it is the PM’s
    responsibility to ensure that this has been done and to track the timeline. (See SOP 2.004)

                                                                                            August 2009
Return to Index

Bid Procedures and Contracting
Using a JOC Contractor

    1. The PM will work to obtain pricing from the blanket contractor, which must follow the
       contract guidelines by providing the R.S. Means breakdown. The values must be compared to
       the Contract’s agreed upon OH&P and mark-ups.

    2. If the project comes back over budget, Planning will assist to obtain additional funding or
       reduce the scope to allow the project to continue.

    3. Project documentation must be kept in the project folder following SOP 2.009.

    4. The PM will ensure that the Program of Requirements and the Construction Standards
       are being satisfied.

    5. The Project Manager will submit the requisition (identifying the contractor) to the Business
       Manager with a package including scope statement, PRF, and supporting information. The
       req. must include the PM’s name, contact, contact number, and if possible, the projects start
       date. The PM will sign the requisition as well as approval of the contract for work.

    6. The PM will not accept a project from Facilities Maintenance or AES Planning until the full
       package is completed according to requirements stated above.

    7. The Business Manager will route the requisition to the Associate Vice President for signature
       and then send to Procurement and Contracts.

    8. The Project Manager may check the “SCT Banner” financial site directly for copies of their
       PO. It is the responsibility of the PM to check with the vendor or contractor to ensure that
       they received the PO. Procurement Services will also provide an electronic PDF copy to the

                                                                                       August 2009
Through Procurement Services

See AES 2.002 SOP – Contracting Procedures for summary. Please refer to the Procurement and
Contracts website for additional information.

*The information below (1&2) is a duplicate (somewhat) of the information provided in the planning
stages of project management, but is re-stated for the P&C process.

   1. The Project Manager will contact the consulting firm to request a design fee proposal
      by written memoranda.

   2. Incremental design submittals are required in accordance with the UWF Design and
      Construction Standards and the SUS Professional Services Guide.

   3. The design consultant should provide an approximate estimate of cost for budgeting
      and to provide to P&C office at this time. The standard fee proposal letter should state
      that this be provided.

   4. Items to have complete before sending to Procurement Services:
          Division 0
          Division 1
          Unit Pricing
          Project Schedule
          Notation within documentation of mandatory site or pre-bid information

   5. The information below is on the Procurement Services web site. These guidelines
      pertain to all jobs not utilizing one of our blanket contractors.

          $0 - $9,999.99        Departmental quote (can be phone) obtained from vendor
                                to include shipping.
          $10,000 -             Two or more written/faxed/emailed departmental quotes
          $24,999.99            obtained from two or more vendors.
          $25,000 -             Written Request for Quotation initiated by Procurement
          $49,999.99            and Contracts upon receipt of requisition.
          $50,000 up            Formal Sealed Solicitation Process (allow 3 to 5 weeks for
                                normal process - Request for Proposals will require more

   6. As a guide to assist the PM with determination of project schedule, projects below
      $200K are not required to advertise outside of the Procurement Services website. The

                                                                                      August 2009
   P&C website stated that time frame for each project will be determined between PS
   and the PM.

7. Projects above $200K are required to advertise in the Fl. Administrative Weekly for
   21 days with an additional 10 days to submit (for a total of 31 days on the project

8. Projects above $500K are required to advertise for 30 days before bid opening.

9. If quote is over $25,000 and a formal sealed solicitation is required. The PM will
   submit a purchase requisition to Procurement and Contract Services with
   specifications, special conditions, and drawings. Purchasing prepares bid as per
   information in the above section.

10. After the bid process is complete, it is the responsibility of the PM to complete a
    written recommendation as well as the signed bid tabulation sheet (signed by the PM)
    to Procurement Services within 24 hours. See list of AES forms for “recommendation

11. An Emergency Justification is required and can only be used if: According
    Administrative Rule 6C-18.050 (7), emergency purchases are not subject to the
    competitive solicitation process, but will only be used in the following circumstances:

       "When the Chancellor, a President or his/her designee determines, in writing, that
       the delay due to the competitive solicitation process is an immediate danger to the
       public health or safety or the welfare of the Institution, the Institution may proceed
       with the procurement of commodities or contractual services without a
       competitive solicitation."

       Change Order – After construction begins, should the contract need to be
       modified, a change order (CO) form will be required from the Owner.

                                                                                 August 2009
Return to Index                                                                   Section

Construction Procedures
Pre-Construction Meeting Checklist
(See SOP 2.010)

The SOP above provides a checklist and information to be provided to the contractor.

The PM should utilize the work control center to provide information to the building occupants
regarding any work taking place in a building. You can e-mail the work control center and
request exact wording and it will be sent to all occupants within the building.

The PM is responsible for assisting the contractor with acquiring permitting and ensuring that a
permit has been pulled before the start of the project.

Form AEP7 is a contact list for the PM folder. This will allow for easy “quick find” if you are
out of the office and someone else has to take care of issues for your project. Utilize this form to
provide building contacts as well as contractor and vendor contacts.

Project Management/Construction Administration

1. Monitor Construction Schedule and document

2. Quality of Material-Adherence to Specifications

3. Construction Details-Adherence to Documents

4. Document Routing of Information

5. Assist with parking for the contractor – see vehicle restrictions map

6. Document account information

7. Periodic field reports

8. Keys (see checkout procedure (SOP- FS 1.002)

9. All requisitions, pay requests, and change orders are to be signed by the Project Manager

                                                                                        August 2009
10. Instructions to Sub-Contractors - MUST be from Prime Contractor

11. Oral Discussion is NOT Authorization

12. Moveable equipment purchases –
    a. Formula Funds cannot purchase movable equipment.
    b. Any items over $1,500 must be tagged by Controllers Office

13. Signage (interior and exterior) – See Space Manager for Assistance

14. Field inspection reports

15. Weekly Construction Meetings – (Major Projects)
    a. Who (Field Super’s, A/E, Univ. Reps., Users, Active Subs)
    b. Agenda (Schedule, Coordination, Problems)
    c. Publish Minutes
    d. Schedule Additional Meetings as Required

16. As-Built – remind A/E of obligation to provide as-built during the project so that they can
    work to document as project progresses

17. Campus Interface – stay up to date with reports such as CPU and PM Report in addition to
    required notifications to other departments on campus such as:
    a. Environmental Health and Safety
    b. Facilities Maintenance
    c. Adjacent or Affected Departments
    d. Telecom
    e. ITS
    f. University Police

                                                                                     August 2009
    Return to Index

Project Close Out
Project Folder Checklist (AES SOP 2.009)
The underlined items should be in the project manager’s folder before Planning provides to the
project manager, and the remaining items are a checklist for additional items throughout the

     * Be sure to remind the contractor that all forms are available on-line

       Work Orders                               Tab 4- INVOICES/PAY APPLICATIONS
       Project Request form                             Invoices/Pay Applications
       Scope Statement                                  Expense/Budget Tracking Spreadsheet
       Contact List
       Start & Scheduled Completion              Tab 5 - SPECIFICATIONS/DRAWINGS
       Building Permit                                   Specifications
       Substantial Completion                            Cut Sheets
       Certificate of Occupancy                          Design Documents .Addenda
       Fee proposal
       NTP document (if any)                     Tab 6 - CLOSE-OUT
       Pricing documentation                             Warranties/Wavers Liens/Affidavits
                                                         Punch List
                                                         Close Out Documents Checklist
Tab 2- ORRESPONDANCE/REPORTS                             Contractor Evaluation
       Correspondence/Meeting Minutes
       E-Mails/Telephone Notes
       Permit Inspection Reports
       Field Reports

        Estimates and Quotes
        Fee Proposal Request
        Fee Proposal Responses
        Purchase Requisitions
        Purchase Orders
        Change Orders
        Additional Services

                                                                                         August 2009
Turnover and Project Close-Out
  1. Substantial completion
  2. Obtain partial lien
  3. Punch List prepared by design consultant with input from the Project Manager
  4. Prime gets Punch List items signed off by Project Manager upon completion
  5. O&M information and transmittal checked into the CAD room
  6. Occupant/Customer survey
  7. Warranty paperwork to work control center – complete a transmittal
  8. Complete invoicing – see SOP 2.002
  9. *Remind contractors that invoices should be sent directly to the Business
      Manager in building 90. Invoices should include AES project number, PO
      number, and sufficient detail to document the actual materials and labor.
  10. *If purchases of labor, and/or materials, the contractor must provide
           a. Application for payment
           b. Schedule of Values
           c. Lien Waiver (or partial lien waiver if applicable)
      * if the std company invoice is in sufficient detail to document the status of the projects’ services and
      materials, it may be used in lieu of the schedule of values form.
  11. Complete the project folder following SOP 2.009
  12. Prepare transmittal to provide any keys to the customer or Facilities Development
      & Operations
  12. Facilitate State Fire Marshal review scheduled by the PM through the BCA utilizing
      standard UWF form
  13. Final completion and punch-list walkthrough will be scheduled by the PM and
      should include persons from Facilities Maintenance, Telecommunications, ITS,
      Building Services and Landscape Services if applicable.
  14. Insure all credits, allowances and Change Orders, have been properly addressed.
  15. Summarize budget status of all accounts
  16. Final Cleaning (public space, mechanical space, pipe chases, roof, etc.)
  17. Final Site Work and Restoration
  18. Final Walk Through with User Group, Service Groups
  19. Demonstration of Equipment by Contractors
  20. Factory & Building Inspectors; final Occupancy Inspections (Signed Certificate of
      Inspection) Structural, Electrical, State Plumbing, and Fire Marshall
  21. Other Inspection Certifications required: Pressure Piping, Elevator, Boilers, etc.
  22. Submit Signed off Certificate of Plan Approval for Occupancy Permit (C.O.)
  23. Final “As-Built” electronic drawings
  24. Final Lien Waiver
  25. Complete a work order to remind of one-year walk-through “end of warranty”

                                                                                                 August 2009
Records Distribution Checklist

Operation & Maintenance Manuals

   •   1 set to Planning and Design File Room/Library
   •   1 set for breakout of sections to go to various groups (i.e. Utilities,
       Maintenance, telecommunications etc.)
   •   Planning and Design maintains a copy of the warranties from the O&M
       manuals and sends Work Control the original copies.

Occupancy Checklist

   •   Advise user group(s) of available occupancy date(s). Occupants are responsible
       for scheduling.
   •   Final installations of data/telecom systems and start of service
   •   Bulletin boards, pencil sharpeners, drapes, dismantling, moving and
       reassembling furniture, dividers, etc.
   •   Submit a work order to Building Services to schedule the final cleaning of
       the facility and installation of custodial and toilet room equipment.
   •   Coordination with Public Safety and F regarding signage and controls for staff,
       visitors, ADA student service, etc., traffic and parking associated with the
       completed project
   •   Coordination with Space Manager to input building data into TMA so that
       work orders can be completed by the occupants.

                                                                          August 2009
Return to Index


 Facilities Development & Operations

 Design Consultant

                                         August 2009
                  UWF JOC Consultants
                              Updated: June 16, 2010
DAG Architects, Inc.                        Contacts            Number
40 S. Palafox St.                           David Luttrell      850-565-7272
Suite 201                                   Jack Baker          850-217-1769
Pensacola, FL 32502                         Owen Gipson         850-939-4862
Office: 850-429-9004
Fax: 850-429-9005

Gulf Coast Architectural Group              Contacts            Number
2510 West Cervantes Street                  Don Carlos          850-380-6871
Pensacola, Fl 32505                         Larry Law           850-712-0759                        Giles Yokel         850-255-7658
Office: 850-332-7255                        Dennis Solis
Fax: 850-332-7255

HDR One Company/Many Solutions              Contacts            Number
25 E. Cedar St.                             Alicia Stephen      850-221-8781
Suite 200
Pensacola, FL 32502-5945
Office: 850-432-6800
Fax: 850-432-8010

Hernandez-Calhoun Design Int'l              Contacts            Number
1120 E. Cervantes Street                    Rus Calhoun         850-380-3878
Pensacola, Fl 32501                         Sarah Hernandez     850-554-4833
Office: 850-434-5142                        Joe Simpson         850-292-4409
Fax: 850-434-5146                           Susy Castillo       786-229-4738

Jehle-Halstead, Inc.                        Contacts            Number
49 East Chase St.                           Donald Jehle        850-982-0559
Pensacola, Fl 32502                         Glenn Halstead      850-982-0053
Office: 850-434-0059                        Donald Richmond     850-380-7053
Fax: 850-434-3929                           Roza Sestnov        850-221-1869

Ken Horne & Associates                      Contacts            Number
Kenneth C. Horne                            Kenneth C. Horne    850-206-6067
7201 N. 9th Avenue                          Charlie Krasnosky   850-380-8077
Suite 6/Pensacola, Fl 32504                 Ed Bowles           850-291-1935
P.O. Box 10669/Pensacola, Fl 32524
Office: 850-471-9005
Fax: 850-471-0093

MACTEC Engineering                          Contacts            Number
9211 North Davis Highway                    Richard J. Brown    850-232-4717
Pensacola, Fl 32514                         Sean Westfall       850-393-0594
Office: 850-478-8100                        Steve Freeman       850-602-3124
Fax: 850-478-0990
MEP Engineering Solutions, Inc.      Contacts              Number
205 East Intendencia St              Hamza Tlemsani        850-393-4364
Pensacola, FL 32502                  Phil Parker           850-393-4362
Office: 850-429-8288
Fax: 850-429-8334

Schmidt Consulting Group             Contacts              Number
40 South Palafox Place               Diane Baxter          850-432-8631
Suite 300
Pensacola, Fl 32502
Office: 850-438-0050
Fax: 850-432-8631

SMB Architecture                     Contacts              Number
40 South Palafox St                  Randy Maxwell         850-525-9216
Suite 201
Pensacola, Fl 32502
Office: 850-432-7772
Fax: 850-432-7057

Strobel & Hunter, Inc.               Contacts              Number
715 E. Gadsden St                    Stan Strobel          850-432-3153
Pensacola, Fl 32501
Office: 850-432-3153
Fax: 850-432-3892
                         UWF Other Consultants
Alan D. Holt, ASLA Landscape         Contacts              Number
P O Box 2549
P.O.                                 Alan Holt             850-914-9006
Panama City, Fl 32402
Office: 850-914-9006

Caldwell & Associates                Contacts              Number
116 N. Tarragona St                  Miller Caldwell, Jr   850-380-7059
Pensacola, Fl 32501                  Keith Bullock         850-982-8797
Office: 850-432-6560
Fax: 850-438-6537
Facilities Development & Operations

Job Order Contract

                                      August 2009
                UWF JOC Contractors
                              Updated: June 16, 2010
                           HVAC Mechanical
Air Design Inc.                             Contacts           Number
400 E Lurton Street                         David Swartz       850-698-2261
P.O. Box 18830                              Bill Mitten        850-698-2262
Pensacola, FL 32523-338                     Steve Born         850-698-2249                 Marilyn Ricks      850-380-5731
Office: 850-434-5592                        Steve Alderman     850-698-0279
Fax: 850-438-3708                           Michael Solliday   850-698-2267

Comfort System USA                          Contacts           Number
435 Corday Street                           Rick Lockett       850-393-2221
Pensacola, FL 32503                         Mel Harris         850-323-1454
Office: 850-484-4999
Fax: 850-484-4941
Vendor #742885030

                         Plumbing Mechanical
Air Design Inc                              Contacts           Number
400 E Lurton Street                         David Swartz       850-698-2261
P.O. Box 18830                              Bill Mitten        850-698-2262
Pensacola, FL 32523-338                     Steve Born         850-698-2249
Email:          Marilyn Ricks      850-380-5731
Office: 850-434-5592                        Steve Alderman     850-698-0279
Fax: 850-438-3708                           Michael Solliday   850-698-2267
Cell: 850-698-2270
Vendor #. 591756694

MMI - Mechanical Contractors, Inc.          Contacts           Number
4904 W Spencer Field Rd                     Billy Mayne        850-810-0211
Pace, FL 32571
Billy Mayne
Office Phone: 850‐ 994‐9033
Fax: 850-334-1512
Cell: 850‐ 810-0211
Vendor #: B00015786
                  Utility & Excavation Contractor
Brown Construction                       Contacts            Number
10200 Cove Ave                           Lee M. Brown        850-336-2335
Pensacola, FL 32534                      Drew Brown          850-336-2336
Lee Brown                                Gaba Jackson        850-336-2617
Office Phone: 850‐473‐9039
Fax: 850‐473‐9063
Cell: 850‐ 232‐2744
Vendor #: 593333671ct

Warrington Utility and Excavation        Contacts            Number
8401 Untreiner Ave                       Gary Warrington     850-516-3339
Pensacola, FL 32534
Gary Warrington
Office Phone: 850‐476‐2280
Fax: 850‐476‐2283
Cell: 850‐516‐3339
Vendor #: 593588717

                          Electric Contractor
Webb Electric Company of Florida, Inc.   Contacts            Number
3194 West 9 Mile Road                    Danny Webb          850-712-1166
Pensacola, FL 32534
Danny Webb
Office Phone: 850‐477‐8181
Cell: 850‐712‐1166
Vendor #: 591143230

                            BAS Contractor
Siemens Industry, Inc.                   Contacts            Number
1233 Barrancas Ave                       Bobby Marcus        850-393-3300
Pensacola, FL 32502                      David Lewandowski   850-393-3284
Bobby Marcus                             Britt Rowland       850-393-3288
Email:          Jason Adcock        850-393-3298
Office Phone: 850‐433‐5995
Fax: 850‐433‐7055
Cell: 850‐393‐3300
Vendor # 132762488
                             Roofing Contractor
Edwards Roofing                          Contacts             Number
18 Stumpfield Rd                         Greg DeRycke         850-232-2919
Pensacola, Fl 32503                      Tony Hill            850-232-1629
Bob Purdy                                Adam Purdy           850-232-1110
Email:           Rick Edwards         850-232-2916
Office Phone: 850 478‐0320               Bob Purdy            850-232-2917
Fax: 850 478‐0409

                             General Contractor
A. E. New, Jr., Inc.                     Contacts             Number
2424 Executive Plaza                     Will Errington       850-232-6768
Pensacola, Fl 32504                      Jennifer Beasley     850-341-5366
Will Errington
Office Phone: 850 472‐1001
Fax: 850‐472‐1004
Vendor # 592061760

ESA South                                Contacts             Number
1681 Success Drive                       Sean Harmon          850-937-8520
Cantonment, FL 32533
Sean Harmon
Office Phone: 850‐937-8520
Fax: 850‐937‐8679
Vendor # 593610701

Heard Construction                       Contacts             Number
5066 Mandavilla Blvd.                    Steve Kolokouris     850-384-7126
Gulf Breeze, FL 32563                    Alicia Stephen       850-221-8781
Steve Kolokouris
Office: 850-429-8905
Cell Phone: 850‐384‐7126
Fax: 850‐432-8010
Vendor # 593025291

Morette Company                          Contacts             Number
1201 North Tarragona Street              Mark A. Olvera       850 393-1318
Post Office Box 13452                    Michael J. Morette   850-393-3230
Pensacola, FL 32501/32591                Matt Comerford       850-393-5119
Mark Olvera                              Bill Norton          850-393-1326
Email:             David Del Gallo      850-393-1322
Office Phone: 850‐432‐4084
Fax: 850‐434‐5005
Cell: 850‐ 393‐1318
Vendor # 593047389
                  General Contractor - Continued
The Green-Simmons Company, Inc.   Contacts         Number
3407 N W St                       Nathan Green     850‐ 429‐0144
Pensacola, FL 32505‐4054          Jason Green      850‐ 429‐0144
Nathan Green/Jason Green
Email: nathan@green‐
Email: Jason@green‐
Office Phone: 850‐ 429‐0144
Fax: 850‐ 429‐0145
Vendor # 593386617

ThomCo Enterprises, Inc.          Contacts         Number
745 Hollywood Blvd NW             Fred Thomas      850‐244‐0811
Fort Walton Beach, FL
Fred Thomas
Office Phone: 850‐244‐0811
Fax: 850‐244‐4924
Vendor # 593219057

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