6-Attachment B.pdf

Attachment B: Scope of Work Construction Project Management Services

Solicitation # SB26-6

1. PURPOSE

The purpose of this State of Utah Cooperative Contract is for Construction Project Management Services and will be for the benefit and use of all Eligible Users, which includes the State of Utah’s government departments, institutions, agencies, political subdivisions (e.g., colleges, school districts, counties, cities, etc.), and, as applicable, nonprofit organizations, agencies of the federal government, or any other entity authorized by the laws of the State of Utah to participate in State Cooperative Contracts. This contract does not guarantee any sales.

An awarded contract may be modified to incorporate new technology or technological upgrades related to the Scope of Work throughout the contract term.

This Scope of Work is not intended to limit the services and products offered. PM’s full range of relevant Management offerings is covered under this contract.

2. ANTICIPATED SERVICES AND BACKGROUND

a. It is anticipated that the awarded Consultant will provide comprehensive management and oversight for the planning, design, and construction phases of projects requested by Eligible Users.

Services may encompass the full management of an entire project or targeted oversight of specific tasks.

Note: This agreement is for professional consulting and management services only; physical construction tasks are not included in this contract.

b. This chart shows the purchase totals and usage percentages from 2020-2025. The total purchased from our State Cooperative Contracts over the five years was $6,472,478.85.

K-12 = 55.50%, Cities = 19%, Service Districts = 17%, Counties = 6%, State Agencies 3.5%

3. SCOPE OF WORK

DFCM Authority: K-12(SB 164), State Agencies and Higher Education are required to coordinate with DFCM prior to using this contract.

3.1 The Consultant as a Project Manager: Site Specific Task Categories

a. Site Due Diligence: Demolition/abatement review, topographical surveys, environmental issues, and geotechnical reviews.

b. Design Support: Design and construction estimate reviews.

c. Procurement: Planning, pre-bid conferences, and bid review/award recommendations in accordance with Utah Procurement Code.

d. Construction Surveillance: Scheduling, site inspections, cost control, change order review, invoice review, and project closeout inspections.

3.2 The Consultant as a Program Manager (including Consultant Management) Tasks

a. General Administration: Program planning, committee organization, and scheduling/conducting meetings.

b. Site Selection/Review: Due diligence, site selection, and environmental/geotechnical analysis.

c. Procurement Management: Planning, A/E selection, and General PM selection.

d. Design Oversight: Managing A/E services, design review, cost control, and construction estimate review.

e. Construction Management: Monitoring schedules, site surveillance, and contract administration.

f. Reporting: Individual project closeout and managing construction meeting minutes and progress reports

3.3 Key Requirements:

a. Contract Restrictions: Consultant may not perform physical construction tasks or services under this contract. All physical construction services are to be performed by consultants resulting from a separate procurement process.

b. Admin Services: The PM must provide ongoing project administration, tracking services, and monthly performance with cost reports.

c. Compliance: All services must comply with industry standards and all Federal, State, local, and district laws. The PM must understand and apply Utah Procurement Code 63G-6a and R33 Administrative Rules.

d. Personnel: All individuals performing work must hold appropriate licenses, certifications, or credentials.

e. Safety: When working in environments with minor children (e.g., pre-K-12 schools), the PM must ensure all employees and subcontractors comply with safety codes to avoid placing occupants at risk.

f. Sustainability: The PM shall investigate measures to ensure projects meet the minimum performance standards as indicated by Design Standards.

g. Facility Access: The PM may require an Eligible User to set up an account; however, the PM must not require the user to sign any agreement containing terms and conditions that are additional to, or in conflict with, the State Contract.

3.4 Design Phase Breakdown:

a. A/E Services: The PM shall oversee the assigned Architectural and Engineering (A/E) services through several distinct phases. The PM provides documents from these phases to the Entity for review and approval regarding feasibility and constructability.

Phase Key Activities & PM Responsibilities

Programming Defining the project scope, schedule, and preferred systems/materials with the Eligible User.

Schematic Design

Overseeing initial design concepts and investigating environmental and energy measures.

Design Development

Refining the design, conducting value engineering to review durability and life cycle costs, and performing A/E estimate reviews.

Construction Bid Docs

Finalizing technical drawings and specifications; ensuring compliance with all Fed & State Laws, building codes and ADA requirements.

Bidding Assists with procurement planning in accordance with Utah Procurement Code.

Participate in the selection of design professionals and facilitate the Statement of Interest (SOI) process.

b. General Design Responsibilities:

1) Budget Adjustments: The PM shall suggest design revisions and adjustments as necessary to maintain the project scope within the assigned budget.

2) Historical Protection: The PM must identify any historical items in existing structures that require protection requirements in the new design.

3) Measured Drawings: The PM is responsible for providing measured drawings and existing facility surveys to the design professionals when required.

4) Schedule Maintenance: The PM must submit a schedule of its services and a proposed project schedule to the Eligible User for review and approval.

3.5 Travel and Reimbursement:

a. Billing: The PM may bill for onsite time but not for travel time.

b. Pre-approval: PM must obtain written pre-approval from the Eligible User before any travel occurs.

c. Mileage: Mileage is only chargeable when the job location is farther than 90 miles from the PM’s closest office.

d. Meals: Reimbursable only if lodging is required. State Agencies will be reimbursed according to the

Utah Administrative Code R25-7.

4. PRICING INFORMATION

a. Pricing details: Eligible User pricing and specific percentage discounts are provided in Attachment C. Discounts, if specified, are guaranteed for the life of the contract.

b. Maximum Pricing: Prices are considered maximum pricing and are guaranteed for at least 12 months.

c. Price Adjustments: After the guarantee period, the PM may request an adjustment with 30 days' notice. The request must include a thorough market analysis (e.g. data from the Producer Price Index) or documentation with objective data from the Consultant’s suppliers of materials or products pricing adjustments. An Amendment is required.

d. Unlisted Fees: Any fees not detailed on Cost sheet cannot be charged to Users.

e. Additions: New products or services may be added via amendment once per calendar year upon approval by the Division of Purchasing Contract Manager.

f. Approval: The Division of Purchasing, Contract Manager, has sole discretion to approve or deny requests.

5. GOVERNING UTAH CODE AND RULE

To ensure compliance with the regulatory framework of the State of Utah, the Project Manager

(PM) must be proficient in, and adhere to, the following codes and rules:

5.1. Procurement & Contract Management

a. Utah Code 63G-6a (Utah Procurement Code): The primary statutory authority for all procurement activities, ensuring transparency, equity, and competition.

b. Utah Administrative Rule R33: General procurement provisions that work in conjunction with the Procurement Code, specifically:

i. R33-113 (General Construction Provisions): Specific rules for construction management methods and the selection of CM/GCs.

ii. R33-12 (Terms and Conditions): Defines standard terms and conditions required for executive branch contracts.

c. Utah Code 63A-5b-604: Defines the statutory authority of the Division of Facilities and Construction Management (DFCM) over state facility design and construction for projects exceeding $100,000.

5.2. Education & School Construction (Local Education Agency Specific)

a. Utah Code 53E-3, Part 7 (School Construction): Outlines the State Board of Education's powers regarding school building guidelines, bidding limitations, and contract terms.

b. Utah Administrative Rule R277-471: Detailed provisions for school construction oversight, inspections, and the roles of Local Education Agency (LEA) boards.

c. School Construction Resource Manual: Mandatory technical guidance for LEAs regarding pre-construction and active construction checklists.

5.3. Financial & Travel Regulations

a. Utah Administrative Code R25-7 (Travel-Related Reimbursements):

i. R25-7-6 (Meals): Sets the daily travel meal allowances ($45.00 for in-state) and rules for reimbursement.

ii. R25-7-8 (Lodging): Governs reimbursement rates for overnight stays.

iii. R25-7-10 (Mileage): Establishes the rate for personal vehicle use ($0.725 per mile for 2026) and commute policies.

b. Utah Administrative Code R25-7-9: Defines incidental expenses (tips, laundry) included in the per diem rate.

5.4. Safety & Standards

a. Title 15A (State Construction and Fire Codes Act): Mandatory building and fire safety codes that must be enforced during all inspections.

b. Utah Code 53E-3-706: Requires coordination with the state security chief to meet minimum safety and security standards for school design.