Fill - Free fillable SectionIII.D.2.PurchasingofGoodsandServices PurchasingofConstructionManagerAtRiskServicesProcedures TheseproceduressupplementandclarifySectionIII.D.2.oftheLoneStarCollegeSystem DistrictPolicyManual(Po PDF form

SectionIII.D.2.PurchasingConstructionManager‐At‐RiskServicesProcedures

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SectionIII.D.2.PurchasingofGoodsandServices

PurchasingofConstructionManager‐At‐RiskServicesProcedures

TheseproceduressupplementandclarifySectionIII.D.2.oftheLoneStarCollegeSystem

DistrictPolicyManual(“PolicyManual”)lastrevisedbytheBoardofTrusteesonJuly10,

2017—settingouttheCollege’spoliciesregardingthepurchasingofGoodsandServices.

Theseproceduresapplytothepurchaseofconstructionmanager‐at‐riskservicesunder

TexasGovernmentCode§2269etseq.TheCollegecontractswithanarchitectorengineer

fordesign‐phaseandconstruction‐phaseservices.TheCollegeseparatelycontractswitha

constructionmanager‐at‐riskservingasthegeneralcontractorandconsultantduringa

facility’sdesignandconstruction,rehabilitation,alteration,orrepair.

The Policy Manual controls when a conflict arises between it and the procedures

below.TheseprocedureswerelastupdatedonAugust27,2018.Thenoticeandcomment

periodwasopenonlinetothepublicfromAugust10,2017throughSeptember11,2017

andfromNovember9,2017throughDecember9,2017.

1. ScopeofProcedures.TheseproceduresgovernthenecessarytimelinestheFacilities

andConstructionDepartmentmustgivetheProcurementDepartmentbeforeawardsmay

bemadeforconstructionmanager‐at‐riskservices.Theseprocedures address the

solicitationandevaluationofsubmittalsbyconstructionfirmsforconstructionprojects.

Theseproceduresdonotapplytothepurchaseorprocurementofanyotherserviceorgood

otherthanconstructionmanager‐at‐riskservices.

2. Timeline.Thisisasolemn,important,andinmanyrespects—legallyrequired—

processthatshouldnotberushed.Failingtoadequatelyplandoesnotcloakwhatwouldbe

aroutineprocurementprocessintheshroudofemergency.TheChancellorrequiresCollege

employeestoerronthesideofthoroughnessratherthanspeedshouldthetwovaluesever

conflict.

a. HardSubmission Deadline.TheFinancialOperationsandFacilitiesDivisionissuesa

PlanningCalendareveryfiscalyear(attachedasanappendix).Thecolumnsonthefar

leftsideofthatcalendaroutlinethedatesbywhichtheProcurementDepartmentmust

benotifiedoftheintendedproject.TheFacilitiesandConstructionDepartmentmust

faithfully and literally follow those deadlines. The FacilitiesandConstruction

Department’sfailure to properly notify theProcurement Department of anintended

project by the date requiredon the Planning Calendar requires delayingtheproject

untilthefollowingboardmeeting’snotificationdeadline.

Proper notification—as the term is used in the last sentence—includes delivering a

complete RFP or RFQ Package (collectively “Bid Package”) by theduedatetothe

ProcurementDepartment.FailingtodelivertheBidPackagepreventstheProcurement

Department from maintaining its own schedule and ensuring a robust, thorough,

predictable,andtimelyprocessforallinvolvedparties.



SectionIII.D.2.PurchasingConstructionManager‐At‐RiskServicesProcedures

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b. AdvertisementRequirements.TheBidPackageEvent(inmostcasesthedeadlinefor

submissions)mustbeadvertisedintheHoustonChronicleandAfricanAmericanNews

and Issues for at least fourteen calendar days before the deadline for submitting

proposalsexpires.TheCollege’semployeesinvolvedinthisprocess—orthosewielding

authorityovertheprocessoremployeesinvolved—shouldonlymeetwithsubmitters

asoutlinedintheseprocedures.



c. Pre‐submission Meetings.TheCollegehastwopre‐submissionmeetings.Thefirst

meetingisaPre‐SubmittalMeetinganditcanbeheldatanytimeafterthe14‐calendar‐

dayadvertisingrequirementismet.Thesecondmeetingisateleconference(typically

throughthethird‐partysoftware,WebEx)thatcanbeheldatanytimeafterthePre‐

SubmittalMeeting.



1. The objective of the Pre‐Submittal Meeting is providing the Procurement

DepartmentanopportunitytorelaytheBidPackageEventdetailswhileallowing

attendeestoreviewthephysicalsitewhereconstructionwilltakeplaceandask

questions.TheProcurementDepartmentwillmemorializeinwritingallquestions

asked and provide them on an addendum that is provided to all prospective

vendors.TheProcurementDepartmentisthepresidingofficerofthePre‐

Submittal Meeting. The Procurement Department will provide at least three

workingdaysforthesubmissionofadditionalquestionsafterthePre‐Submittal

Meeting’sdate.



2. Theobjectiveoftheteleconferenceisprovidingthepublicwithinstructionson

howtousetheCollege’sprocurementwebsitesandsoftware(iStarVendorPortal)

aswellasansweranyquestionsaboutthecontentsoftheSubmittalPackage.The

ProcurementDepartmentisthepresidingofficeroftheteleconference.



d. Addendum Posting and Vendor Submissions. TheProcurementDepartment will

postanaddendumtotheBidPackagedetailingallquestionsaskedduringeitherofthe

Pre‐Submission Meetings as well as the respective answers. The Procurement

Departmentwillnotrequirefirmsto submitproposals before theexpirationofthe

sixthworkingdayafterthesupplementaladdendumispostedforthepublic’sreview.

All submittals must be timely submitted through the iStar Vendor Portal by the

deadlineadvertisedforfurtherconsideration—noCollegeemployeeisauthorizedto

makeanexception.



e. Eligible Submittal Routing.AllsubmittalsaredirectlyroutedtotheProcurement

Department.TheProcurementDepartmentmakesnojudgmentorevaluationofthe

content of those submittals. The Supplier Recruitment and Diversity Manager

providestheHUBscore.Ifasectionorinformationismissinginthematerialsfirms

submit, those incomplete submissions are routed to the Submission Review

Committeeandwillneverthelessbemeasuredagainsttheobjectivestandards.



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3. CommitteeStructure.Theseproceduresestablishtwocommittees.Thefirst‐round

committeeistheSubmissionReviewCommittee(SRC).TheSRCindependentlyreviewsthe

writtenproposalpacketssubmittedbytheconstructionfirmsduringafirstroundof

evaluations.Thesecond‐roundcommitteeistheInterviewReviewCommittee(IRC).The

IRCindependentlyinterviewsallfirmsforwardedtoitbytheSRCasfinalistsforinterviews.

SRCmemberscannotserveasIRCmembers.IRCmemberscannotserveasSRCmembers.

a. Submission Review Committee Composition.TheSubmissionReviewCommittee

(SRC)isastandingcommitteewithfixedmembershipbasedsolelyonjobpositions.It

is convened and composed of the College’s Seven Senior Project Directors.The

Chancellor may approve a Variance, using the attached Form III.D.2., to reduce this

numberif(1)aProjectDirectorvacancyexistsor(2)aProject Director is out on

approvedleave.

NoindividualmaysitontheSRCduringasubmittalevaluationprocesswithouthaving

gonethroughtherequiredtrainingandsignedanacknowledgement onfilewiththe

OfficeoftheGeneralCounsel.Becausetheprocesscannotcontinueintheabsenceof

one SRC member, a member who fails to complete the training, sign, and file the

attestation has the potential to stall the entire process.  The Executive Director of

ConstructionisresponsibleforensuringthateverySRCmember—allofwhicharehis

or her subordinates—takes the training within ten working days of commencing

employmentorbeforeaSeniorProjectDirectorparticipatesonanSRC—whicheveris

earlier.

b. InterviewReviewCommitteeComposition.TheInterviewReviewCommittee(IRC)

isalsoastandingcommitteewithfixedmembershipcomprisedoftheincumbentsof

particularjob positions. It is convenedand composedof five members.The IRCwill

nonethelessconvenewithlessthanfivemembersiftheChancellorapprovesand(1)a

vacancyexistsor(2)anIRCmemberisoutonapprovedleave.Thefirstmemberisthe

cabinet member that will oversee the finished construction project.Thesecond

member is the cabinet member’s deputy over that particular area.Forexample,an

instructionalbuildingatacollegewouldrequiretheVicePresidentofInstructionfrom

thatcollegetositontheIRCforthatproject.Similarly,astudentservicesbuildingata

collegewouldrequiretheVicePresidentofStudentServicestositontheIRC.Thethird

memberistheAssociateViceChancellorRealEstate.Thefourth member is the

ExecutiveDirectorofConstruction.ThefifthmemberisaDirector of Business

OperationsorVicePresidentofAdministrativeServices(VPAD)—wheneveracabinet

memberhasaVPAD,theVPADmustserve.Theseassignmentscannotbedelegatedor

furtherassigned.EachIRCmembercastsonevote.

c. Theconstructionprocurementcommoditymanageroverseeingthepurchaseofthese

constructionmanager‐at‐riskservicesisresponsibleforensuring that every IRC

membertakesthetrainingwithintenworkingdaysofcommencingemploymentor

beforetheIRCmemberparticipatesinanIRCinterview—whicheverisearlier.

4. Submission Review Process. All submissions must be submitted online through

iStarbythedateandtimeannouncedinthecorrespondingBidPackage. The SRC must

submititsevaluationsinelectronicformatbynolaterthanseven working days and no



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earlierthansixworkingdaysafterreceiptofthesubmittalsfrom the Procurement

Department.Accesstothesereturnedevaluationformsshouldbeonaprofessionalneed‐to‐

knowbasis—especiallyduringanongoing,evaluativeprocess.

a. SRC Members Discussing Proposals with IRC Members. The integrity of this

processisparamountandbothIRCandSRCmembershaveasolemnresponsibility

to ensure the integrity of this process remains beyond reproach or reasonable

suspicion.Membersofbothgroups shall endeavor to avoid creating even the

appearanceofimproprietyregardingtheirinteractionsandscores.Specifically,IRC

membersshouldtakestepstoensuretheydonotinfluenceSRCmembersandSRC

members should ensure they do not influence IRC members outside of these

procedures.IRCandSRCmembersshouldalsobeespeciallysensitivetogiftsand

overturesfromproposingfirmsandvendors.

b. Selection of Finalists. At the documented and substantiated discretion of the

AssociateViceChancellorFacilitiesandConstruction,theFacilitiesandConstruction

DepartmentwillutilizeeitheraOne‐StepProcessorTwo‐StepProcessinselectinga

constructionmanager‐at‐risk,pertheTexasGovernmentCode.TheCFOwillmake

thedecisionregardingtheprocessif(1)anAssociateViceChancellorFacilitiesand

Constructionvacancyexistsor(2)theAssociateViceChancellor Facilities and

Constructionisoutonapprovedleave.TheViceChancellorFinancialOperationsand

Facilities/CFO will elect between the two finalist selection processes within ten

workingdaysofreceivingtheSRC’sevaluations.

i. SelectionofFinalists–One‐StepProcess.IftheFacilitiesandConstruction

Department uses a one‐step process for selection of the construction

manager‐at‐risk,assetforthinTexasGovernmentCode§2269.253,thenthe

SRC’sindividualmemberrecommendationswillbeaveragedtothenearest

onehundredthofawholenumber(e.g.,69.55).Thenumberoffinalistswill

befixedat33percentofthetotalsubmissions—roundingupfractions to

includeonemorefinalistifnecessary.Forexample,ifaparticularprojecthas

23 proposals, 33 percent of those submissions would yield 7.59 finalists.

BecausetheCollegecannothave0.59ofafinalist,theseproceduresrequire

theProcurementDepartmentto forward eight finaliststo the IRCfortheir

considerationunderthisexample.

ii. SelectionofFinalists–Two‐StepProcess.IftheFacilitiesandConstruction

Department uses a two‐step process for selection of the construction

manager‐at‐risk,assetforthinTexasGovernmentCode§2269.253,thenSRC

individual member recommendations will be averaged to the nearest

hundredthof a wholenumber (e.g.,69.55).The number offinalists will be

fixed at five or fewer solely on the basis of their qualifications using the

highestscores.Thesefinalistswillbeaskedtoprovideadditionalinformation,

suchasproposedfeeandpricingforfulfillingthegeneralconditions,

for



Tex.Gov’tCode§2269.253;§2269.253(e).



Page5of7

consideration by the Procurement Department. The Procurement

DepartmentwillforwardthesefinaliststotheIRCfortheirconsideration.

c. SRCEvaluationWeight.TheSRC’sindividualmember’sscoresarenotsharedwith

theIRC’smembersbeforetheIRCconvenesforinterviews.TheSRC’sscoresarealso

notsharedwiththeIRC’smembersduringtheinterviewday(s).TheSRC’sindividual

memberscoresareaveragedtoaseven‐personaveragethatrepresentseverySRC

committeemember.Theaveragewillberoundedtothenearestonehundredthofa

wholenumber(e.g.,69.55).Theresultingseven‐personaveragebecomes65percent

offirm’sfinalscore.

5. Interview Review Process.  The Interview Review Committee convened for a

particular project shall not meet except in accordance with these procedures (or

whererequiredforformaltrainingsessions).IRCmemberswillallmeettointerview

andevaluatefinalistfirms.Theabsenceofanyonememberprecludestheinterviews

fromcommencingorcontinuing.

Interviews shall occur and be conducted in sufficiently spacious rooms to allow

presentersthefullrangeofpresentationtoolsandaudio‐visualequipmentneeded.

TheroomshouldalsoallowallIRCmemberstositsufficientlyspreadaparttoallow

each individual IRC member to vote his or her conscience without even the

appearanceofinfluencefromotherIRCmemberspresentduringtheinterviews.

EachIRCmemberwillbeprovidedacollege‐issuedlaptopwithMicrosoftWord/Excel

tocompletetheirevaluation(withnocommunication/Internetabilities).Afterevery

presentation, the College will provide every IRC member with a flash/jump/USB

driveonwhichtosavethepresentingfirm’sevaluation.Thefirm’sevaluationfilewill

besavedontheprovideddriveaftereachpresentation.Areviewermaynot“goback”

andchange,edit,modify,oralteranyevaluationsbasedonsubsequentevaluations.

Each firm must be measured on their own merit against the objective standards

independentoftheperformanceofotherpresentations.OncetheCollegecollectsthe

drive from the interviewer/evaluator, it cannot be retrieved bythe

interviewer/evaluatorforanyreason.

Aftereachpresentation,IRCmemberswillhavenomorethanfifteen minutes to

electronicallysubmitascore.OnceanIRCmembersubmits an electronicscore,if

earlierthanfifteenminutes,theymayleavetheroomorsitquietlywaitingforthe

nextinterview.ThenextinterviewcannotbeginuntileachIRCmemberhassubmitted

their electronic score. These procedures specifically direct IRC members to not

communicatewithoneanotherregardingtheintervieweesbeingevaluatedduring

theinterviews.PaperfornoteswillbeprovidedattheIRC’sinterviewmeeting(s),but

IRCmembersshouldnotkeeprunningscoresofindividualperformancesbeyondthe

interviewerinquestion.

a. IRC Members DiscussingProposalswith SRC Members.Theintegrityofthis

processisparamountandbothIRCandSRCmembershaveasolemn

responsibilitytoensureitsintegrityremainsbeyondreproach.Membersofboth

groups shall endeavor to avoid creating even the appearance of impropriety



Page6of7

regarding their interactions with one another and with submittingfirmsand

vendors. Specifically, IRC members should take steps to ensure they do not

influenceSRCmembersandSRCmembersshouldensuretheydonotinfluence

IRCmembersoutsideoftheseprocedures.IRCandSRCmembersshouldalsobe

especially sensitive to gifts and overtures from proposing firms and vendors.

PleaserefertotheCollege’sPolicyonReceiptofGiftscontainedinthePolicy

Manualforclarification.

b. ScoringtheInterviews.TheIRC’sindividualmemberrecommendationswillbe

averaged. The five‐person average will be rounded up to the nearest one

hundredthofawholenumber(e.g.,69.55).

c. IRCEvaluationWeight.ThescoreidentifiedaboveinSubsection5(b)becomes

35percentofthefirm’sfinalscore.

6. Selecting Award Winner. The SRC produces a final score for its portion of the

processthataccountsfor65percentofthefinalscore.TheIRCproducesafinalscore

foritsportionoftheprocessthataccountsfor35percentofthefinalscore.TheSRC

andIRCscores,combined,arethefirm’sfinalscore.Thefirmwiththecombinedscore

aftertheSRCandIRCscoresareaddedisthewinnerandshouldberecommendedto

theBoardofTrusteesforacontractnegotiation.Intheeventofatie,thefirmsinatie

willbeinvitedforasecondroundofinterviews—governedbytheseproceduresas

thoughtheywerefirstroundinterviews—repeateduntilsuchtimeasasolewinner

remains.



7. Non‐Disclosure. Committee members will sign a Non‐Disclosure Agreement to

ensuretheintegrityoftheprocessremainsbeyondreproach.



8. Work Commenced Before the Chancellor Executes the Contract. A successful

submittaldoesnotentitlethepresumptivelyselectedfirmtocommencework.The

College will not pay—because it cannot pay—any contract requiring work

commencedbeforetheBoardofTrusteesapprovestheselectionoftherecommended

firmandthecontractisexecutedundergoverningBoardPolicy.



9. Procurement Department. Unless otherwise specified, the Procurement

Department,withintheFinancialOperationsandFacilitiesDivision,isresponsiblefor

shepherding and organizing this process. The Office of Governance, Audit, and

Compliance will ensure process fidelity through audits and investigations where

appropriate.Allparticipantsarerequiredtofullycooperatewithbothoffices.



Variance Request (Form III.D.2.)

Please complete this form to request a one-time member reduction

in the Submission Review Committee (SRC) or Interview Review

Committee (IRC) because of a vacancy or approved leave.

Submit to the Chancellor’s Office once complete.

Requestor:

RFQ Number:

Review Committee: The Review Committee presently consists of

members. The mandatory number of Review Committee

members is seven (7) for the Submission Review Committee (SRC)

and five (5) for the Interview Review Committee (IRC).

Request: Explain the reason the SRC or IRC is requesting a Variance (e.g., a vacancy

exists at the Project Director level):

------------------------------------------------------------------------------------------------------------

OFFICE OF THE CHANCELLOR



Approved



Not Approved

Stephen C. Head

Chancellor

Date

SectionIII.D.2.PurchasingofConstructionManager‐At‐RiskServicesProcedures



EVALUATIONCOMMITTEENON‐DISCLOSURESTATEMENT

REQUESTFORPROPOSALNUMBER_____________

FORCONSTRUCTIONMANAGER‐AT‐RISKSERVICES

FORMIII.D.2.3.



Toprotecttheintegrity,propriety,andfairplayofprocurementprocessesofLoneStarCollege(“College”)

andtoobtainthebestvaluefortheCollege—

I, ,theundersigned,amemberoftheEvaluationCommitteefor the

competitivesolicitationreferencedabove(“Solicitation”),certifytotheCollegethatthefollowingstatements

aretrueandcorrectandthatIunderstandandagreetobeboundbythecommitmentscontainedherein.

Iamnotcurrentlyemployedby,noramIreceivinganycompensationfromanyproposer,offeror,bidder,or

vendorinvolvedwiththisSolicitation(each,a“Proposer”),withanydisclosedoridentifiedsubcontractoror

suppliertoanyProposer(each,a“Subcontractor”),withanyparententity,subsidiary,orotheraffiliateofany

ProposerorSubcontractor(each,a“Affiliate”),orwithanyagent, broker, officer, director, shareholder,

manager, member, partner, executive, owner, or other person or entity acting in conjunction with any

Proposer,Subcontractor,orAffiliate(each,a“ProposerParty”).Ihavenotreceivednorbeenpromisedany

present or future economic opportunity, employment, gift, loan, trip, favor, special discount, special

treatment,specialservice,oranyothergratuityorbenefitin return for favorable consideration of any

proposal,response,orbidofanyProposerinconnectionwiththisSolicitation(each,a“Proposal”).Iamnot

closelyrelatedbybloodormarriagetoanyProposer,Subcontractor,Affiliate,orProposerParty.

UntiltheSolicitationends—throughanexecutedcontractortheCollege’sdecisionnottoprocurethesolicited

goodsorservices—Iagreetokeepconfidential,andtonottodiscloseorotherwisedivulge,anyinformation

ormaterialspertainingtothecontents,costorpriceinformation,orstatusor ranking of any Proposalto

anyone except the Evaluation Committee leader, other EvaluationCommitteemembers,theExecutive

DirectorofProcurement,anyCollege‐retainedconsultantforthisSolicitation,orCollegelegalcounsel,unless

otherwise directed by the Board of Trustees as a whole, the Chancellor, the Executive Director of

Procurement,orCollegelegalcounsel.Iagreetocomplywithallpresentandfuturenon‐disclosureagreements

applyingtotheCollege.

Iunderstandthatloss,misplacement,ormishandlingofanyportion of a Proposal provided to me as an

EvaluationCommitteemembermayfallwithinthephrase“discloseorotherwisedivulge”.

I agree to comply with all applicable laws and College policies and procedures onconflicts of interest in

connectionwiththisSolicitation.Iunderstandthatviolatingapplicablelaws,policies,orproceduresmaybea

breachof ethicalstandardsunderBoardPolicyManualSection IV.D.3.01.,whichmaysubjectviolator(s)to

immediateemploymentterminationunderBoardPolicyManualSectionIV.F.13.03.

IagreetoimmediatelyandfullyinformtheExecutiveDirectorofProcurementifIwitnessor learn of any

communication or conduct relating to this Solicitation by any Proposer, Subcontractor,Affiliate,Proposer

Party, College employee, or third party that reasonably appears toviolate this Non‐Disclosure Statement,

applicable laws, policies, procedures, or any non‐contact provision under the Solicitation, even if the

communicationorconductonlycreatesanappearanceofimpropriety.Iagreethatthisdutyremainsineffect

duringtheSolicitationandforuptofouryearsafterthecontractisawarded.

IhavenopreconceivedpositiononanyProposal’srelativemerits.IagreetoevaluateallProposalswithout

bias,tothebestofmyability,andwiththeCollege’sbestinterestsparamountinalldecisions.

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Signature Date

SectionIII.D.2.PurchasingofConstructionManager‐At‐RiskServicesProcedures

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SectionIII.D.2.PurchasingofGoodsandServices PurchasingofConstructionManagerAtRiskServicesProcedures TheseproceduressupplementandclarifySectionIII.D.2.oftheLoneStarCollegeSystem DistrictPolicyManual(PolicyManual)lastrevisedbytheBoardofTrusteesonJuly10, 201

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Fillable SectionIII.D.2.PurchasingofGoodsandServices PurchasingofConstructionManagerAtRiskServicesProcedures TheseproceduressupplementandclarifySectionIII.D.2.oftheLoneStarCollegeSystem DistrictPolicyManual(Po

Fill Online, Printable, Fillable, Blank SectionIII.D.2.PurchasingofGoodsandServices PurchasingofConstructionManagerAtRiskServicesProcedures TheseproceduressupplementandclarifySectionIII.D.2.oftheLoneStarCollegeSystem DistrictPolicyManual(Po Form

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