1. 1 2008 Engineering & Buildings Procurement Seminar

2. 2 Our Goal with DEB Contracts “Establish optional use contracts with qualified vendors to provide services in support of construction and facilities operations for state agencies, institutions of higher learning and all public bodies. Through this process we reduce the procurement time required for these services and place them in the hands of the end user for immediate use.”

3. 3 Where to Find the Contracts www.dgs.virginia.gov/ DEBcontractswww.dgs.virginia.gov/ DEBcontracts Or the ‘Engineering & Buildings Contracts’ link on the DGS homepage www.dgs.virginia.gov

4. 4 DEB Contracts Email List To get updates join the email list on the DEB website. Available to state employees and contractors. www.dgs.virginia.gov/DEBcontracts

5. 5 Contract List Pre-qualified contractors for all public bodies contracts to provide services in the following areas: –Pre-Qualified SWaM Contractors ListPre-Qualified SWaM Contractors List –Services for Environmental & Facility AssessmentServices for Environmental & Facility Assessment –Non Professional Construction Related ServicesNon Professional Construction Related Services –Construction Testing and Environmental ServicesConstruction Testing and Environmental Services –Energy Performance ContractingEnergy Performance Contracting –Institute for Building Technology and Safety (IBTS) AgreementInstitute for Building Technology and Safety (IBTS) Agreement

6. 6 Non Professional Construction Related Services Cost Estimator Project Manager Project Inspection/Clerk of the Works Space Planner Scheduler Certified Value Specialist CAD Operator Landscape Designer Environmental Assessments Testing and Balancing Commissioning Move Management Interior Design Signage Design

7. 7 Non Professional Construction Related Services

8. 8 Testing Services Field Technicians Materials Technician for field testing of concrete and masonry Soils Technician for field testing AWS/Certified Welding Inspector for field inspection and testing Ultrasonic testing of welds in the field Radiographic testing in the field Laboratory services for performing the above analysis Concrete Masonry Steel Fireproofing Asbestos Lead Roofing Other services as may added to the contract

9. 9 Environmental Services Environmental Consultant Air Monitoring Technician Environmental Soils Technician Industrial Hygienist OSHA Training Instructor Environmental Report Technician Phase I Environmental Site Assessment Environmental Impact Review

10. 10 Testing and Environmental Services

11. 11 How do I use the contracts? How do I use the contract and comply with procurement needs? ?? ?

12. 12 Background of Contracts We have already competed the requirements using the Request for Proposal process We have evaluated each proposal received We have checked references We have checked on the Small, Women or Minority Business status We have worked through eVA requirements We negotiated prices

13. 13 The contractors listed on the contract are good to go!!! VPPA followed!!!

14. 14 How to Implement a Purchase The Public Body should select the classification of services that best defines the needs. The Public Body should select from the Contractors as noted. It is recommended, but not required, that resumes of staff be provided by the contractor in regard to non testing services. The Contractor selected for personnel staffing has ten (10) days to provide the Public Body a resume of the person/persons to be assigned. The Public Body reserves the right to accept or reject the person/persons to be assigned.

15. 15 How to Implement a Purchase Project Manager Level 1 and 2 – first selection should be from any contractor with an hourly rate of $100 or less per man hour. If none of these can meet your need then go to the rest of the pool. Project Inspector Level 1 and 2, Clerk of the Works – first selection should be from any contractor with an hourly rate of $80 or less per man hour. If none of these can meet your need then go to the rest of the pool. Space Planner, Interior Designer, Move Management – first selection should be from any contractor with an hourly rate of $75 or less per man hour. If none of these can meet your need then go to the rest of the pool. Cost Estimator and Scheduler – first selection should be from any contractor with an hourly rate of $100 or less per man hour. If none of these can meet your need then go to the rest of the pool. No selection rules apply on the testing, environmental, commissioning, testing and balancing, CAD operators, signage designers, landscape designers and Certified Value Specialists.

16. 16 How to Implement a Purchase The Public Body will allow for printing of specifications, drawings, minutes, and other documentation as reimbursable expenses at the invoice costs. The Public Body will consider reimbursable for lodging and meals if approved in advance by the Public Body and included in the written work order. Costs shall be in accordance with the Commonwealth of Virginia CAPP Manual. The Contractor shall provide personnel from the areas closest to where the work is required. The Commonwealth does not reimburse its employees who may travel more than an hour one way to work; therefore the Commonwealth will not pay a Contractor for their employees.

17. 17 How to Implement a Purchase Contractors need to do the following on their cost proposals: Define the category of services as listed on the contract Estimate number of hours, tests, services, etc. Provide the contract rate times the services provided Lump sum for reimbursable expense Description of what is in the lump sum WHEN YOU DO NOT PROVIDE THIS FORMAT, THE PURCHASE DOES NOT GET DONE!!!

18. 18 How to Implement a Purchase OVERTIME – If the work is after 40 hours worked in a standard work week, then overtime occurs. The Fair Labor Standards Act applies to overtime rates. The maximum that can be charged is 1.5 times the contract rate for personal services. The public body shall approve overtime in advance of it being earned. THERE IS NO OVERTIME ON PROCESSING OF TESTING SAMPLES

19. 19 How to Implement a Purchase If you use eVA, issue a purchase order in eVA. Otherwise use your standard purchase order format.

20. 20 Going to Work Under the Contract The public body has a responsibility to assure the contractor complies with your needs. The contractor has a responsibility to provide qualified personnel and quality services.

21. 21 Questions or Feedback