8-Mandatory Meeting K12 Prequalification for Contractors, Code Inspectors, Plan Reviewers - 2026 08 26 12 41 MDT - Notes by Gemini.pdf

Aug 26, 2026

Mandatory Meeting: K12 Prequalification for Contractors, Code Inspectors, & Plan Reviewers Attachments Mandatory Meeting: K12 Prequalification for Contractors, Code Inspectors, & Plan Reviewers

Summary

The Division of Facilities Construction and Management prequalification standards for DFCM-managed and public school projects.

Oversight Transfer And Scope Oversight of public school construction officially transitions to the Division of Facilities Construction and Management on January 1. This change establishes comprehensive standards for public school construction.

Thresholds And Compliance Rules Projects exceeding 500,000 dollars require LEAs to utilize prequalified contractors for construction. LEAs are also required to use prequalified code inspectors and plan reviewers to ensure compliance. The state plans to address statutory ambiguities regarding project budgets in future legislative sessions.

Documentation And Renewal Protocols Contractors, inspectors, and plan reviewers must submit specific documentation to renew their prequalified status every 18 months. Each discipline requires its own unique renewal documents which are published on the DFCM website.

Details

● Senate Bill 164 Public School Construction Oversight Transfer: `Jillian Rafferty (GovOps)` explained that during the last general session, Senate Bill 164 passed, transferring oversight over public school construction from the Utah State Board of Education to the Division of Facilities Construction and Management (DFCM). `Jillian Rafferty (GovOps)` stated that DFCM is taking over oversight for 43 school districts and over 100 charter schools starting January 1st, 2027. DFCM will officially assume these responsibilities on that date to establish comprehensive standards for public school construction.

● Oversight Scope, New Disciplines, and Resource Location: `Jillian Rafferty (GovOps)` outlined that oversight will encompass code oversight (mandatory plan reviews, pre-qualified inspectors including LEA inspectors, pre-qualified plan reviewers, and DFCM-issued building permits and occupancy certificates) and construction oversight (pre-qualified contractors, delivery methods, project management assistance, and standardized facility condition assessments and cost reporting). `Jillian Rafferty (GovOps)` detailed that DFCM is adding fire protection systems, HVAC, plumbing, LEA plan reviewers, independent plan reviewers, and LEA-employed code inspectors to the pre-qualified lists. `Jillian Rafferty (GovOps)` noted that contractors can find pre-qualification instructions, U3P registration links, and commodity code settings on the DFCM homepage under the construction management tab.

● Pre-Qualification Thresholds for DFCM and School Districts: `Jillian Rafferty (GovOps)` detailed that being pre-qualified with DFCM grants exclusive bidding authority on stage 2 pre-qualified solicitations up to $3.5 million for capital improvement projects, while standard low-bid and value-based selection processes are not exclusive to pre-qualified contractors. For school districts, pre-qualification provides exclusive participation in public school construction procurements for projects with budgets over $500,000, and exclusive bidding authority on stage 2 solicitations up to $3.5 million. `Jillian Rafferty (GovOps)` outlined the consensus that school districts must use the pre-qualified list for every project exceeding $500,000, whereas projects below that threshold do not require use of it.

● School District Procurement Nuances and Subcontractor Requirements: `Jillian Rafferty (GovOps)` explained that independent LEAs will conduct their own procurement processes and may disqualify contractors based on specific project qualifications, meaning pre-qualification does not guarantee an automatic award upon low bid.

Addressing an audience question regarding mechanical and plumbing lists, `Jillian Rafferty (GovOps)` stated that project eligibility depends on how the solicitation is advertised, such as whether it is primarily mechanical or plumbing. In response to an inquiry about subcontractors, `Jillian Rafferty (GovOps)` confirmed that only the prime contractor holding the contract with the state entity or school district must be pre-qualified, while subcontractors do not need to be on the pre-qualified list.

● Procurement Procedures for Projects Exceeding $3.5 Million: Addressing concerns about projects exceeding $3.5 million where districts might want a hard bid. `Jillian Rafferty (GovOps)` noted that for projects over $3.5 million, procurement teams will need to self-validate contractor qualifications for the project scope of work and contractor bonding capacity for the project budget. The standard pre-qualification review of qualifications is capped at $3.5 million that is allowed under the DFCM Rule

23. `Jillian Rafferty (GovOps)` confirmed that current DFCM pre-qualified contractors are automatically on the LEA pre-qualified list up to the $3.5 million threshold, but larger projects require additional qualification processes.

● Project Budget Threshold Definition: An audience member asked whether the $500,000 threshold applies to the total project budget or specific contractor costs, raising concerns about engineering fees pushing projects over the limit. `Jillian Rafferty (GovOps)` clarified that the statutory language specifies projects with budgets over $500,000, encompassing the total project budget. `Jillian Rafferty (GovOps)` added that DFCM has noted ambiguities in the statute regarding construction budgets versus project budgets and intends to propose cleanup language during the next legislative session.

● Code Inspection Firm and LEA-Employed Code Inspector Regulations: `Jillian Rafferty (GovOps)` explained that DFCM previously maintained pre-qualified inspection firms for direct award of projects up to $150,000 followed by value-based selection for projects over the threshold, but the new statute allows LEA-employed code inspectors to perform inspections for all public school projects under DFCM building official authority with no project budget limits. `Jillian Rafferty (GovOps)` stated that if an LEA does not employ a code inspector or chooses not to use them, they must select from the DFCM pre-qualified list, following procurement guidelines if the budget exceeds $150,000.

Addressing why LEAs must go through an RFP-like pre-qualification process, `Jillian Rafferty (GovOps)` stated DFCM must comply with statutory standards, but DFCM modified the process for individuals to require only a resume review, current certifications, and an LEA recommendation letter rather than performance ratings.

`Jillian Rafferty (GovOps)` noted that director Andy Maher intervened during bill drafting to ensure LEAs retained the ability to employ their own code inspectors, preventing widespread job losses. Regarding a question on special inspections under International Building Code Chapter 17, `Jillian Rafferty (GovOps)` stated that DFCM will gather more information and address it through a U3P solicitation addendum.

● Plan Review Processes and U3P Question Submission Guidelines: `Jillian Rafferty (GovOps)` detailed that nonstructural plan reviews for DFCM projects are done by code officials, structural reviews by contracted firms, and fire safety reviews by the Utah State Fire Marshal's office, while LEAs utilizing their own plan reviewers must submit documentation similar to LEA code inspectors. `Jillian Rafferty (GovOps)` noted that if an LEA lacks an internal plan reviewer, they must select someone from the DFCM pre-qualified plan review list or choose to use DFCM Building Officials for this process.

Concluding the meeting, `Jillian Rafferty (GovOps)` requested that participants submit any questions through U3P so DFCM can review and formulate appropriate answers rather than debating them during the meeting.

● Plan Reviewer Requirements and Solicitation Schedule: Jillian Rafferty (GovOps) clarified that LEAs must use pre-qualified plan reviewers from the Division Facilities Construction and Management list for non-structural and structural reviews, unless they have qualified in-house staff. Jillian Rafferty (GovOps) noted that solicitation documents are available on the Utah Public Procurement Place platform, with a question deadline set for Monday, August 31st at 3:00 p.m., addendums posted by Wednesday, September 2nd at 3:00 p.m., and the final document submission deadline of Wednesday, September 9th at 12:00 p.m. Selection committees will review and score proposals through September. Jillian Rafferty (GovOps) explained that LEA representatives must sign up individually on the procurement platform as vendors.

● Pre-Qualification Effective Dates and Renewal Timelines: Jillian Rafferty (GovOps) explained that pre-qualification solicitations occur semiannually, with the current round effective October 1st of the current year and the next solicitation scheduled for release in November with an effective date of February 1st, 2027. The Statement of Qualifications is open-ended, and LEAs must renew every 18 months.

● Required Documentation for Construction Contractors: Jillian Rafferty (GovOps) outlined the mandatory application documents for contractors, which include the Division Facilities Construction and Management contractor information form, statement of qualifications and experience form, letter of bondability, active Utah DOPL contractor license, termination or debarment certification form, and performance references form. Standard forms marked with an asterisk must be downloaded and filled out, while the letter of bondability from the surety includes an option to check a box and sign if a contractor does not work with a bonding agent.

● Required Documentation for Code Inspectors and Plan Reviewers: Jillian Rafferty (GovOps) detailed the requirements across three sections, requiring an information form, statement of qualifications and experience form, termination or debarment certification form, and resume for all applicants. Code inspectors must provide International Code Council certification and a Utah building inspector license, while plan reviewers need the International Code Council commercial building plans examiner certification (B3) and, for structural reviews, a Utah professional engineer or structural engineer license. Third-party inspectors and reviewers must submit professional references, whereas those employed by LEAs require a letter of recommendation from their district.

● Structural Plan Review and Licensing Requirements: Jillian Rafferty (GovOps) and Tom Peterson addressed questions regarding structural plan reviews, explaining that Division Facilities Construction and Management contracts with multiple companies for structural plan reviews covered under project fees charged to local education agencies.

Tom Peterson confirmed that statutory requirements mandate a B3 certification, energy certifications are not required, and a standard Utah professional engineer license does not qualify an applicant for structural plan review.

● Pre-Qualification Renewal, Training, and Performance Standards: Jillian Rafferty (GovOps) stated that contractors must renew their pre-qualified status every 18 months within 60 days of expiration, and code inspectors must attend mandatory annual training in May. Division Facilities Construction and Management does not send individual expiration notices but posts renewal solicitations semiannually on the procurement platform. To maintain status, contractors must sustain a minimum performance rating of 4 out of 5 per contract, where scores below 4 trigger a review meeting with project managers and potential probation rather than immediate removal.

Contractors who fall off the list due to missed renewals cannot bid on projects and must restart the full pre-qualification process.

● Local Education Agency Employee Transitions and Project Lists: Jillian Rafferty (GovOps) noted that local education agencies experiencing staff turnover can have newly hired internal code inspectors documents submitted to DFCM and they will be reviewed outside standard windows to prevent operational delays, unlike private third parties. Jillian Rafferty (GovOps) confirmed that contractors on the pre-qualified list posted on the website are automatically added for K-12 projects exceeding 500,000 dollars as part of a single unified list. Additionally, Jillian Rafferty (GovOps) advised that statement of qualifications form text fields expand automatically and can accommodate tables or graphics if needed.

● Multiple Discipline Submissions and Specialized Lists: Jillian Rafferty (GovOps) explained that applicants seeking multiple disciplines must check all applicable boxes on the contractor information page and submit a separate, discipline-specific statement of qualifications and experience form for each. Due to statutory requirements, plumbing requires a separate pre-qualification list distinct from mechanical, meaning current mechanical contractors must submit separately if they want plumbing pre-qualification.

Jillian Rafferty (GovOps) discussed heating, ventilation, air conditioning, and controls listings, while Jillian Rafferty (GovOps) noted that project types exceeding 500,000 dollars not covered by standard lists, such as turf field installations, will be evaluated by Division Facilities Construction and Management on a case-by-case basis and provide statutory exceptions as needed.

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