Instructions for Soliciting Construction Work at NC State University
REG 07.20.2
Authority: Vice Chancellor for Finance and Business
History: First Issued: March 15, 2002.
Related Policies:
NCSU REG07.20.1 -
Bid Rules for Informal Contracts
Additional References: Construction Management Website
Contact Info: Office Assistant (919-515-2121)
Instructions for
New Contractors When Soliciting Construction Work at NC State University (Informal
Contracts: under $300,000)
Contractors interested in being
considered to bid for work (under $300,000) at North Carolina State University
(NC State) must provide a qualifications package and send it to:
Office Assistant
Design and Construction Services
Box 7216
Raleigh, NC 27695
(919) 515-2121
1. NC State Construction Management holds a periodic review of its contractor
bid lists. During this selection panel, new contractors are considered for
addition to the list, and existing contractors on the list may be removed.
Reviews are held approximately every 6 months. If a contractor is considered
by the panel to be qualified to perform work at NC State, the contractor will
be added to a "contractor bid list" for the specified construction
discipline. If your company wishes to be considered for the next review panel,
a complete information package must be submitted which contains the following
information:
1.1. Submit a Letter of Interest with the following information:
1.1.1. A statement of what type of work your company would like to perform
at NCSU. Be specific.
1.1.2. Company's legal name, address, telephone numbers (office and mobile),
fax number, and email address.
1.1.3. One contact person for the company.
1.1.4. What is the distance, in miles, from your company's address to main
campus at NC State University?
1.1.5. List of company officers with title and telephone numbers (office and
mobile)
1.1.6. State of Incorporation
1.1.7. Number of permanent employees, including a listing of position titles
and the number of persons in each position (Ex: 3 Vice Presidents, 5 Superintendents,
etc, 12 foremen, 7 machine operators, etc).
1.1.8. List of currently-owned vehicles and/or construction equipment
1.2. Copy of current North Carolina contractor's license that indicates:
1.2.1. Type of license (general, electrical, etc)
1.2.2. Dollar limitation of the license.
1.3. If your company is a corporation, then in addition to a contractor's
license, your corporation must be registered with the North Carolina Secretary
of State. In-state corporations must present proof of registration via their
Articles of Incorporation in North Carolina. Out-of-state corporations must
obtain and present a "Certificate of Authority" from the Corporations
Division of the NC Secretary of State, telephone 919-807-2225.
1.4. Federal tax identification number.
1.5. Copy of the company's current certificate of insurance (liability, auto,
workman's compensation) from its current insurance carrier. See attached
information for minimum coverage amounts at NC State University.
1.6. Copy of Certification Certificate as a Historically Underutilized Business,
from the State of North Carolina Department of Administration (if applicable).
1.7. Work history along with references and letters of recommendation. A history
of work at NC State, other universities, and other institutions is weighted
heavily in decision making. References and letters of recommendation, likewise,
carry additional weight beyond a work history. NC State will contact your
references.
1.8. Furnish the following OSHA and Safety Information:
1.8.1. OSHA 200 Summary for the past 3 years.
1.8.2. OSHA Incidence and LWD (Lost WorkDays) Rates from your insurance carrier.
1.8.3. Experience Modification Rate (EMR) from your insurance carrier.
1.8.4. A description of any OSHA citations in the past 3 years.
1.9. If you wish to bid on projects in the $100,000 to $300,000 range, a Statement
of Bonding Capacity up to $350,000 from a Surety that is registered/licensed
to conduct business in the State of North Carolina. (The additional $50,000
is to cover the possibility of unanticipated change orders above $300,000.)
1.10. (Optional) Consider including any brochures, pamphlets, notebooks, or
other marketing products that you would like the review panel to consider.
2. General Notes:
2.1. NC law does not require advertisement of contracts
under $300,000, which are defined as "Informal Contracts." Furthermore,
NC State entities are empowered to solicit contractors on an invitational
basis. Therefore, NC State monitors existing contractor performance and
evaluates new contractors who indicate interest, in order to determine the
best contractors to conduct work at NC State.
2.2. Contractor Selection Criteria
At NC State, contractors are continually evaluated by the Construction Management
staff, and are invited to bid on individual projects based upon parameters
that include but are not limited to:
2.2.1. A history of reasonable bid price submissions.
2.2.2. A work history that indicates specialization and quality of workmanship
in a particular construction skill, including the extent to which the
Contractor follows project specifications and drawings provided by NC
State.
2.2.3. Degree of participation in the NC State bid process, i.e., demonstrating
a high degree of attendance at pre-bid meetings and submitting viable,
competitive bids when invited to bid. Contractor shows up for pre-bid
walkthroughs after informing the project manager they will attend.
2.2.4. Contractor's degree of quality control, i.e., identification and correction
of deficient work or plan conflicts in a timely manner. Final inspections
yield a minimal number punch list items, which are not significant.
2.2.5. Responsiveness to NC State project managers on a daily basis.
2.2.6. Decorum, conduct, and non-disruptiveness of contractor staff and subcontractors.
2.2.7. Cooperation with other contractors on the project and in the vicinity.
2.2.8. Degree to which Contractor is considerate of building occupants and
the construction management project manager with regard to notification,
scheduling, and coordination of operations that will cause noise, vibrations,
dust, odors, safety concerns, and other activities that can potentially
interrupt the normal conduct of business.
2.2.9. Ease of daily coordination. Courteous and cooperative nature.
2.2.10. Substantive proof that a responsible company representative will be
on-site at the NC State campus within 1 (one) hour of notice from NC State,
24 hours a day, for safety or emergency issues.
2.2.11. Degree of NC State supervision and coordination necessary before, during,
and after construction. Preferred contractors require minimal supervision
or progress inspection.
2.2.12. Material submittals and delivery: Contractor diligently researches materials
and vendors that meet specifications, ability to coordinate with designers
on submittal issues, and ability to deliver materials to site in a timely
manner.
2.2.13. Responsiveness to warranty issues.
2.2.14. Extent to which Contractor complies with NC State general conditions,
parking policies, Hotwork and other permit requirements, and other policies.
2.2.15. Safety consciousness on the job site. Demonstrated safety measures to
protect students, employees, visitors, and workers. Existence of contractor
safety plans and employee briefings. Maintaining a secured, safe site
on a daily basis. Compliance with OSHA requirements.
2.2.16. Job site cleanliness during projects and upon leaving job sites.
2.2.17. Degree of familiarity with a particular building and its components,
or specific knowledge of a particular client or organization's needs.
2.2.18. Maintaining adequate insurance coverage. (See Exhibit
1.)
2.2.19. Adequate bonding capacity
2.2.20. Not exceeding license limitations.
2.2.21. Submission of change orders in timely fashion with adequate cost breakdowns
2.2.22. Flexibility and cooperation when resolving delays
2.2.23. A track record of timely project completion.
2.2.24. Ability to meet project schedule, given size of full-time staff and
the ability to subcontract quickly.
2.2.25. Extent to which contractor requires subcontractors to conform to these
parameters.
2.2.26. Work load at the time of a project solicitation.
2.2.27. Contractor's technological capability, with regard to mobile telephone,
email address, and fax machine.
2.2.28. Other qualitative or quantitative factors that may apply to particular
situations.
Contractors are generally invited to bid in groups of 5 to 8. Projects
are bid on a rotating basis between qualified contractor groups, with
allowances made for contractor substitution into bidding groups. Bid proposals
are to include bid price as well as time required by the bidder for accomplishing
the contract work, taking into consideration deadlines set for certain
projects.
2.3. Contracts are usually awarded to the lowest responsible bidder based upon
price and/or time proposed to accomplish the work, subject to individual
circumstances.
2.4. Contractor Specialty Groups
The following is a list of current construction specialty groups FOR which
NC State maintains current contractor lists. Contractors wishing to be considered
for work in a particular specialty area must request for the classification,
in writing, to the Construction Management Department. One contractor may
qualify to be classified in several specialty areas.
Major Groups that use a Flexible Rotating Pool in the Group Bid Process:
General Contractors
Electrical
Mechanical
Painting
Telecommunications Raceways
Telecommunications Ductbanks
Specialized Contractors and Vendors
All construction disciplines not listed in the Major Groups are considered
to be "specialized" types of construction work. At NC State, these
construction specialties are required less frequently than the major groups
for which rotation pools are used. The list below provides several examples
of these disciplines. In the case of specialized contractors, NC State reserves
the right to directly solicit these contractors from various sources without
regard to maintaining a rotation pool.
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Asbestos
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Masonry
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Casework/Cabinetry
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Paving
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Concrete
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Plumbing
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Environmental
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Power Cable and High Voltage
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Erosion Control
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Power Cleaning
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Fencing
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Rigging
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Fire Protection or Restoration
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Roofing
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Flooring
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Sandblasting
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Floor refinishing
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Signs
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Glass
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Steel Fabrication
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Grading
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Transformers
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Hygienist
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Trees
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Insulation
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Utilities
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Irrigation
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Welding
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Landscape
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Windows and Doors
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These Instructions are subject to change without notice.
Attached is a letter that stipulates minimum insurance requirements
at NC State.
MINIMUM INSURANCE REQUIREMENTS
NORTH CAROLINA STATE UNIVERSITY
The Contractor shall not commence work until he has obtained all insurance
required, and the Owner has approved such insurance, nor shall the Contractor
allow any subcontractor to commence work on his subcontract until all similar
insurance required of the subcontractor has been obtained. Maintaining adequate
insurance coverage as outlined below is a material term of all NC State contracts.
Failure to maintain such insurance is considered a material breach of contract.
The Contractor shall provide and maintain during the life of this contract
Workman's Compensation insurance for all employees employed at the site of
the project under his contract. The policy shall carry a minimum "Employer's
Liability" coverage of $300,000.
The Contractor shall provide and maintain during the life of this contract
such Public Liability and Property Damage Insurance as shall protect him and
any subcontractor performing work covered by this contract, from claims for
damage for personal injury, including accidental death, as well as, claims
for property damages which may arise from operations under this contract,
whether such operation be by the Contractor himself or by any subcontractor,
or by anyone directly or indirectly employed by either of them and the amounts
of such insurance shall be as follows.
Public Liability Insurance in an amount not less than $300,000 for injuries,
including accidental death, to any one person and subject to the same limit
for each person, in amount not less than $500,000 on account of one accident;
and Property Damage Insurance in an amount not less than $300,000/$300,000.
The Contractor shall furnish such additional insurance as may be required
by General Statues of North Carolina, including motor vehicle insurance in
amounts not less than $300,000 per person per incident, $300,000 per accident,
and Property Damage Insurance in an amount not less than $50,000/$300,000.
Each Certificate of Insurance shall bear the provision that the policy cannot
be canceled, reduced in amount or coverage eliminated in less that fifteen
(15) days after mailing written notice to the insured and/or the Owner of
such alteration or cancellation sent by registered mail.
The contractor shall furnish the Owner with satisfactory proof of carriage
of the insurance required before the Owner grants written approval.
