facilities management-hub office hub manual

Facilities Management-HUB Office HUB MANUAL

Campus Address:

Gray Home Management House

105 Gray Drive, Greensboro, NC 27412

Phone: 336-334-5271; Fax: 336-334-3212

Email: [email protected]

Point of Contact:

Nereida Haines – HUB Coordinator

On Vacation or Emergency:

Sameer Kapileshwari – AVC for Facilities

Buddy Hale – Assistant Director for Renovations

REVISED 2019

mailto:[email protected]

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TABLE OF CONTENTS

Mission Statement ..................................................................................................................... 1

What is a HUB? ......................................................................................................................... 1

Construction Project Definitions ................................................................................................. 1

HUB Recruitment Efforts for State Agencies, Community Colleges, and Universities................. 2

The Ten (10) Good Faith Efforts per G.S. 143-128.2 (f) ............................................................. 3

Outreach Efforts ......................................................................................................................... 3

HUB Certification ....................................................................................................................... 4

Minority Publication and Organizations ...................................................................................... 4

HUB Legislations ....................................................................................................................... 5

Section 1: Designer Selection .................................................................................................... 7

Section 2: Pre-bid and Contractor Selection Phase .................................................................... 9

Section 3: Bid Phase .................................................................................................................11

Section 4: Bid/Award .................................................................................................................13

Section 5: Construction Phase ..................................................................................................18

Section 6: Project Close Out .....................................................................................................21

Section 7: Reporting .................................................................................................................24

Section 8: CM at Risk Selection ................................................................................................28

Attachments:

Executive Order #150 Senate Bill 914 Executive Order #106 Executive Order #13 Executive Order #24 Executive Order #25 State Construction Manual-July 2017 (Eleventh Edition)-Chapters 600 & 700 G.S. 143-128; 143-128.2; 143-129; 143-131 and 143-132

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Mission Statement The mission of the Historically Underutilized Business (HUB) Program at UNCG is to provide businesses owned by minority person(s) or socially and economically disadvantaged person(s) equal access and opportunity to participate fully in all aspects of the University’s construction and procurement programs. We strive to exceed the state’s goal of 10% for HUB utilization to a University’s goal of 15% by partnering with surrounding universities, state agencies, community and trade organizations in outreach initiatives to increase the participation and success rate of HUB designers, contractors, professional services providers, and vendors.

What is a HUB? North Carolina law defines a HUB, or, “historically underutilized business” as a business that is at least 51 percent owned (or, in the case of a corporation, at least 51 percent of the stock is owned) and day-to-day management and daily business operations are controlled by one or more citizens or lawful permanent residents who are members of a minority or socially and economically disadvantaged group. A “minority person” is a member of one of or more of the following demographic groups:

1. Black-a person having origins in any of the black racial groups of Africa; 2. Hispanic-a person of Spanish or Portuguese culture having origins in Mexico, South or

Central America, or the Caribbean Islands, regardless of race; 3. Asian American-a person having origins in any of the original peoples of the Far East,

Southeast Asia, Indian Continents, or Pacific Islands; 4. American Indian-a person having origins in any of the original Indian peoples of North

America; 5. Female; 6. Disabled-a person with a disability as defined in G.S. 168-1 or G.S. 168A-3

A “socially and economically disadvantaged person” is someone who qualifies as such under federal law (G.S.143-128.4 (b)(7).

Construction Project Definitions

1. Informal Projects-contract value between $5,000 and $500,000. The statues do not require public advertisement, sealed bids, public bid openings performance bonds and payment bonds on these projects. However, constituent institution (UNCG) may require public advertisement, sealed bids, public bid openings, performance bonds and payment bonds. Each constituent institution is responsible for awarding the contract to the lowest responsible responsive bidder taking into consideration quality, performance and time. UNCG Departments responsible for managing informal projects: Facilities Operations, Housing and Residence Life, Campus Enterprises and Facilities Design and Construction

2. Capital Improvement Projects (Formal)-The statutes require public advertisement, sealed bids, public bid openings, performance bonds and payment bonds on these projects. UNCG Department responsible for managing formal projects: Facilities Design and Construction

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The following two (2) categories are formal projects:

1. Between $500,000 anticipated construction cost and $2,000,000 total project cost-The UNC System is the awarding authority. State Construction has responsibility for code compliance review, electrical inspections, and final inspection.

2. Equal to or Greater than $2,000,000 total project cost- The State Construction Office is the awarding authority, monitors project progress, performs electrical inspections, final inspection, and acceptance, including design contract negotiation.

3. Foundation Project-A foundation project involves a ground lease of a specified campus-owned property or a space lease of specific campus-owned building areas. The foundation holds, administers, and manages any/all contracts for the project. Capital projects which include foundation funding are required to follow all appropriate steps in the capital project process such as appropriate authorization by the Board of Governors, competitive selection processes for designers and contractors, construction monitoring by the appropriate authority, whether the campus or State Construction offices, Good Faith Efforts, and HUB participation reporting.

HUB Recruitment Efforts for State Agencies, Community Colleges, and Universities

1. For projects with an estimated construction contract value of $300,000 or greater, the North Carolina General Statutes require that contractors comply with the document “Guidelines for Recruitment and Selection of Minority Businesses for Participation in State Construction Contracts” (State Construction’s MBGuidelines 2002) including Identification of HUB/Minority Business Participation, Affidavits A, B, C, and D, and Appendix E. In order to improve the consistency of recruitment efforts and the quality of data reporting, this same requirement is extended to all projects with an estimated construction contract value of $100,000 or greater, solicited by State agencies, community colleges and universities, consistent with practices currently in place for local government or other public entities (G.S.143-128.2(a)). These Guidelines and Forms shall be included (not simply referenced) in bid specification documents for all projects with an estimated construction contract value of $100,000 or greater.

2. For projects with an estimated construction contract value from $5,000 to $100,000, the owner (UNCG) shall be responsible for providing the Good Faith Effort for minority inclusion and shall document this effort on an Affidavit A. (Example:Per MBGuidelines 2002-Section 5c-If there are more than three (3) minority businesses in the general locality of the project who offer similar contracting or subcontracting services in the specific trade, the contractor(s) shall notify three (3), but may contact more, if the contractor(s) so desires).

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GOOD FAITH EFFORTS

The Ten (10) Good Faith Efforts per G.S. 143-128.2 (f)

1. Contacting minority businesses that reasonably could have been expected to submit a quote and that were known to the contractor or available on State or local government maintained lists at least 10 days before the bid or proposal date and notifying them of the nature and scope of the work to be performed.

2. Making the construction plans, specifications and requirements available for review by prospective minority businesses, or providing these documents to them at least 10 days before the bid or proposal is due.

3. Breaking down or combining elements of work into economically feasible units to facilitate minority participation.

4. Working with minority trade, community, or contractor organizations identified by the Office of Historically Underutilized Businesses and included in the bid documents that provide assistance in the recruitment of minority businesses.

5. Attending any prebid meetings scheduled by the public owner. 6. Providing assistance in getting required bonding or insurance or providing alternatives to

bonding or insurance for subcontractors. 7. Negotiating in good faith with interested minority businesses and not rejecting them as

unqualified without sound reasons based on their capabilities. Any rejection of a minority business based on lack of qualification should have the reasons documented in writing.

8. Providing assistance to an otherwise qualified minority business in need of equipment, loan capital, lines of credit, or joint pay agreements to secure loans, supplies, or letters of credit, including waiving credit that is ordinarily required. Assisting minority businesses in obtaining the same unit pricing with the bidder’s suppliers in order to help minority businesses in establishing credit.

9. Negotiating joint venture and partnership arrangements with minority businesses in order to increase opportunities for minority business participation in a public construction or repair project when possible.

10. Providing quick pay agreements and policies to enable minority contractors and suppliers to meet cash-flow demands.

Outreach Efforts

1. The University’s outreach efforts to reach HUB contractors will be open to all

contractors, including those who have not historically participated in University construction or procurement projects.

2. The HUB Coordinator will meet with community organizations, trade groups, and others as requested for the purpose of providing information on upcoming bid opportunities, issues related to doing business with UNCG, and improving relations.

3. The HUB Coordinator will implement an ongoing communications program that will incorporate a variety of methods for disseminating information regarding construction/procurement opportunities and procedures. The program will include the use of news media, brochures, email announcements, grass roots efforts, and direct mailing to contracting organizations and advocacy groups.

4. The HUB Coordinator will ensure that project plans are available for review by potential contractors for an appropriate length of time to provide the information needed for the submission of professional bids. (The staff of UNCG and University Architect responsible for design projects is required to provide to the HUB Coordinator a complete set of the project contract drawings and specification)

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5. The HUB Coordinator will sponsor and participate in workshops, seminars and trade fairs that provide opportunities to educate HUBs, recruit HUBs and facilitate interaction between minority and non-minority firms.

6. The HUB Coordinator will periodically update the UNCG Minority Contractors, Vendors and Suppliers Database

HUB Certification

1. The HUB Coordinator will assist any business that seeks to qualify as a certified HUB firm through the Statewide Uniform Certification Program administered by N.C. Office for Historically Underutilized Businesses. A business wishing to become HUB Certified may apply free of charge to N.C. Office for Historically Underutilized Businesses. When applying for certification, the business must provide documentation that demonstrates ownership, management, and control of the company by a minority person(s) as defined by North Carolina law. Only those businesses that are certified through this program will count toward a local government’s (UNCG) HUB participation percentage goal per G.S. 143-128.4 (e). However, lack of HUB certification does not preclude a business or firm from submitting a bid to a state or local government entity, nor can lack of HUB certification be considered by the government entity in making a contract award, decision, especially for those contracts subject to the lowest responsive, responsible bidder standard of award under state law.

2. To apply for HUB Certification under the Statewide Uniform Certification Program, you must:

A. Register electronically in the Electronic Vendor Portal (eVP) https://vendor.ncgov.com/vendor/login

Click “Vendor Not Registered. Register Now”

Complete the registration process. If you need assistance with your registration, please contact NC Electronic Vendor Portal Helpdesk at 888-211-7440, select option 2 or email: [email protected]

B. Register in Statewide Uniform Certification (SWUC) Program

https://ncadmin.nc.gov/businesses/hub/hub-certification

1. Statewide Uniform Certification Application 2. Required Certification Documents

Minority Publication and Organizations

1. Carolina Peacemaker (Minority Publication)-Approved Vendor (HUB Certified) 807 Summit Ave, Greensboro, NC 27405 Phone: 336-274-6210; Email: [email protected] Circulation Info: Weekly: Every Thursday Advertising Contact: Vicki Kilimanjaro

https://vendor.ncgov.com/vendor/login


https://ncadmin.nc.gov/businesses/hub/hub-certification


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Coverage: Guilford, Alamance, Davidson, Chatham, Forsyth, Randolph, Rockingham, Stokes

2. North Carolina Office of Historically Underutilized Businesses (HUB) 116 West Jones Street-Suite 4109, Raleigh, NC 27603 Phone: 919-807-2330; Email: [email protected]

3. North Carolina Coordinators’ Network P.O. Box 1856, Raleigh, NC 27602 Email: [email protected]

4. United Minority Contractors of North Carolina (UMCNC) P.O. Box 58008, Raleigh, NC 27658 Phone: 919-817-8628; Email: [email protected]

5. Hispanic Contractors Association of the Carolinas (HCAC) 224 Westinghouse Blvd., Suite 604, Charlotte, NC 28273 Phone: 704-583-4184; Email: [email protected]

6. Carolinas-Virginia Minority Supplier Development Council (CVMSDC) North Carolina Office 9115 Harris Corners Parkway, Suite 440, Charlotte, NC 28269 Phone: 704-544-1000; Email: [email protected]

7. The Institute (Economic Development) 114 West Parrish Street, Durham, NC 27701 Phone: 919-956-8889; Email: [email protected]

HUB Legislations

1. Executive Order #150 (Support for Historically Underutilized Businesses): Creation of

the Office for Historically Underutilized Businesses in the Office of the Secretary of Administration (James B. Hunt, Jr.-Governor 4/20/1999)

2. Senate Bill 914 (General Assembly of North Carolina-Session Law 2001-496): Enhance and improve good faith efforts to recruit and select minority businesses for participation in public construction contracts (Approved 12/19/2001-Michael F. Easley-Governor)

3. Executive Order #106 (Historically Underutilized Businesses): Each executive branch agency should strive to increase the total amount of goods and service acquired by it from HUB vendors, whether directly as principal contractors or indirectly as subcontractors or otherwise. It is expected that each agency will issue an aspirational goal of at least ten percent (10%), by dollar amount, of State’s purchases of goods and services that will be derived from minority-owned businesses and at least five percent







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(5%) that will be derived from disabled and women-owned businesses. (Michael F. Easley Governor 8/28/2006

4. Executive Order #13 (Support for Historically Underutilized Businesses): Each executive branch agency should strive to increase the total amount of goods and services acquired by it from HUB firms, whether directly as principal contractors or indirectly as subcontractors or otherwise. It is expected that each agency will issue an aspirational goal of at least ten percent (10%), by dollar amount, of the State’s purchases of goods and services that will be derived from HUB firms. It is further expected that such aspirational goal shall be adjusted per any disparity study findings as recommended by the North Carolina Department of Administration, Office of Historically Underutilized Businesses (hereinafter “HUB Office”), and the North Carolina Department of Transportation, Business Opportunity, and Workforce Development Office, and Office of Civil Rights. (Beverly Eaves Perdue-Governor 5/7/2009)

5. Executive Order #24 (Governor’s Advisory Council On Small and Historically Underutilized Businesses): The HUB Advisory Council will provide support and guidance to the Governor, Secretary of the Department of Administration, and to the Department of Administration’s Office of Historically Underutilized Businesses (hereinafter “HUB Office”), on matters specific to the furtherance of the objectives of the Executive Order. (Pat McCrory-Governor 9/3/2013)

A. Membership B. Goals of the HUB Advisory Council C. State Contracts and Purchasing D. Effect and Duration

6. Executive Order #25 (Governor’s Advisory Council on Historically Underutilized Businesses): There is established an Advisory Council of HUBs (“the Governor’s Advisory Council”), which shall provide support and guidance to the Secretary of the Department of Administration and to the HUB Office on matters specific to the furtherance of the objectives of this Executive Order. (Roy Cooper-Governor 11/2/2017)

A. Membership and Terms on the Governor’s Advisory Council B. Goods and Services (North Carolina Division of Purchase and Contracts) C. Construction and Design Services D. Additional Measures (North Carolina Department of Public Safety Emergency

Management)

HUB MANUAL

Section 1: Designer Selection 7

Section 1: Designer Selection

Procurement of Professional Services REVISED: June 1, 2018

GENERAL

An important component of UNCG’s HUB plan is to promote participation of HUB firms in the Architectural, Engineering and other Professional Services phase of the project for professional consulting services. The University’s HUB Coordinator plays an important role in the selection process of professional consulting services. Solicitation and selection of ALL architectural, engineering and professional services are carried out in compliance with the GA’s Designer/Engineer Selection Procedures.

ALL PROJECTS

Designer/Engineer Selection:

1. The University Architect will notify the University HUB Coordinator prior to posting a solicitation for Designer/Engineer.

A. Minority Paper Advertisement: Carolina Peacemaker, 807 Summit Ave, Greensboro, NC 27405, Attn: Vicki Kilimanjaro, Phone: 336-274-6210; Email: [email protected]

B. Office for Historically Underutilized Business, 116 W. Jones St.-Suite 4109, Raleigh, NC 27603, Phone: 919-807-2330; Email: [email protected]

2. The HUB Coordinator will strive to notify minority businesses of opportunities to submit qualifications for consideration in the Architectural, Engineering and other Professional Services. This will be accomplished by both direct contacts (via emails or telephone calls) and by notifying professional minority organizations of opportunities.

3. The HUB Coordinator will review the ALL submittals (Letter of Interest and SF-254 packages), and provide input to the University Architect for short listed firms.

4. Pre-interview briefing – The HUB Coordinator will brief each prospective designer on UNCG’s HUB goals and what the designer is expected to present during the interview presentation regarding the HUB selection criteria. Specifically:

A. Designer to provide an outline of the proposed HUB participation in the engineering, architectural and consultant team.

B. Designer to discuss HUB utilization success rate on recent past project (3 years), including specific activities completed (outreaches, partnership, etc.) and what was the actual percentage of the HUB participation on those projects



HUB MANUAL

Section 1: Designer Selection 8

C. Designer to discuss HUB Plan and proposed goals for the targeted

project and how they will assist UNCG with meeting the desired project goal.

5. During the interview – As a voting member of the Interview Committee, the HUB Coordinator will participate in all design interviews and will provide comments on the firms interviewed regarding the HUB selection criteria.

HUB MANUAL

Section 2: Pre-bid and Contractor Selection Phase 9

Section 2: Pre-bid and Contractor Selection Phase Identification of HUB Contractors/Vendors and Review of Project Documents

REVISED: June 1, 2018

GENERAL

An essential component of the university’s plan to increase HUB participation occurs during the pre-bid phase. During this time, the University’s HUB Coordinator is responsible for reviewing draft contract documents for the proposed project in order to understand the elements of work included in the project and to identify potential HUB prime contractors, subcontractor, and suppliers. Once these contractors are identified, the HUB Coordinator will strive to notify minority businesses of opportunities to submit quotes or bids for projects and to take every measure to meet or exceed the State’s goal of 10% HUB participation (15%-UNCG). This process should be implemented in a manner that it will NOT delay the project schedule.

“Bids may not be received until at least seven (7) days have lapsed from the date of advertisement,” according to G.S. 143-129 (b). The statute requires a minimum of at least seven (7) full days elapsed time between the date of publication and date of the opening of bids. There are numerous requirements for more time such as the MBE program which requires 21 days elapsed time. Pre-bid conferences or the issuance of addendums may also extend the bid time. (State Construction Manual-Section 603-A3).

This Plan applies to all construction contracts, project-related procurements, design and other construction-related professional service contract administered by UNCG’s personnel that engage in construction activities.

INFORMAL PROJECTS

The staff of UNCG responsible for soliciting quotes or bids for projects with contract value from $5,000 to $500,000, is required to provide to the HUB Coordinator the preliminary contract documents for review, no less than 2 weeks prior to the proposed pre-bid date. Whenever possible, a detailed project estimate indicating elements of the proposed work and schedule should be provided to the University’s HUB Coordinator.

The HUB Coordinator is responsible for:

1. Reviewing contract documents (scope of work, project schedule, and contract drawings) 2. Preparing a list of the elements of work included in the proposed project with the

expected cost if available. 3. Identify and create a list of three (3) or more potential HUB bidders (prime contractors,

subcontractors, and suppliers) using the university contractor database and the North Carolina Statewide Uniform Certification database.

4. Work closely with the Asst. Director Non-Capital, UNCG Project Manager and Project Designer of record regarding the list of potential HUB bidders (prime contractors, subcontractors, and suppliers) qualified to execute the identified scope of work.

HUB MANUAL

Section 2: Pre-bid and Contractor Selection Phase 10

5. Coordinate with the assigned Project Manager to fulfill the owner’s responsibility for

providing the Good Faith Effort for minority inclusion by contacting the potential HUB bidders/vendors via emails or telephone calls to inform them of the project’s relevant information including contact information of all non-HUB bidders.

6. Attend scheduled pre-bid conference, IF REQUIRED, to summarize and clarify the requirements of the general statues (G.S. 143-128.2) regarding the minority business participation project goal, required bid affidavits (Identification of Certified/Minority Business Participation, Affidavit A and or Affidavit B), thereby informing all bidders of their Good Faith Effort responsibilities.

CAPITAL IMPROVEMENT (FORMAL) PROJECTS

The staff of UNCG responsible for soliciting quotes or bids for projects with contract value exceeding $500,000, is required to provide to the HUB Coordinator the preliminary contract documents and project advertisement (Carolina Peacemaker) details for review, no less than 30 days prior to the proposed pre-bid date. Whenever possible, a detailed project estimate indicating elements of the proposed work and schedule should be provided to the University’s HUB Coordinator.

The HUB Coordinator is responsible for:

1. Reviewing contract documents (scope of work, project schedule, and contract drawings 2. Preparing a list of the elements of work included in the proposed project with the

expected cost if available 3. Identify and create a list of potential HUB bidders (prime contractors, subcontractors,

and suppliers) using the university contractor database and the North Carolina Statewide Uniform Certification database.

4. Share a list of potential HUB bidders (prime contractors, subcontractors, and suppliers) with the Asst. Director Capital Project, UNCG Project Manager and Project Designer of record and request their assistance in providing contact information of all non-HUB bidders.

5. Contacting the potential HUB bidders/vendors via emails or telephone calls to inform them of the project’s relevant information including contact information of all non-HUB bidders.

6. Notifying any minority-focused and small business organizations/media publications that support HUB inclusion in the solicitation of bids

A. Minority Paper Advertisement: Carolina Peacemaker, 807 Summit Ave, Greensboro, NC 27405. Advertising Contact: Vicki Kilimanjaro, Phone: 336-274-6210; Email: [email protected]

B. Office for Historically Underutilized Business, 116 W. Jones Street-Suite 4109, Raleigh, NC 27603, Phone: 919-807-2330; Email: [email protected]

7. Attend scheduled pre-bid conference, to summarize and clarify the requirements of the general statues (G.S. 143-128.2) regarding the minority business participation project goal, required bid affidavits (Identification of Certified/Minority Business Participation, Affidavit A and or Affidavit B), thereby informing all bidders of their Good Faith Effort responsibilities


HUB MANUAL

Section 3: Bid Phase 11

Section 3: Bid Phase Bid Opening Conference and Bid Procedures


GENERAL

The HUB Coordinator will continue to strive to take every measure to meet or exceed the State’s goal of 10% HUB participation (15%-UNCG). Modifications and additions will be made as required based on changes to the governing requirements and this University’s construction program. The staff of UNCG responsible for soliciting bid project will contact and coordinate with the HUB Coordinator for all scheduled bid opening conference. The HUB Coordinator shall make an efforts to attend the bid opening conference.

This Plan applies to all construction contracts, project-related procurements, design and other construction-related professional service contract administered by UNCG’s personnel that engage in construction activities.

INFORMAL PROJECTS (SINGLE BIDDER PROJECT)

On projects with a contract value of less than $30,000, construction business submitting bids must meet the stated HUB goal of 10% or demonstrate a “Good Faith Effort” in the solicitation of HUB subcontractors. The HUB Coordinator to receive and review the following bid documents:

1. Contractor’s project quote with the following documents:

2. Signed and Notarized Affidavit A: Listing of Good Faith Efforts A. 50 points earned from the good faith efforts listed for the bid to be considered

responsive OR

3. Signed and Notarized Affidavit B: Intent to Perform Contract With Own Workforce

A. Submitted ONLY if the contractor will self-perform the entire scope of work. WITH

4. Identification of Certified/Minority Business Participation A. Identification of HUB subcontractor, vendor, supplier or professional services to

be used on the project.

HUB MANUAL

Section 3: Bid Phase 12

BID OPENING CONFERENCE (INFORMAL AND FORMAL PROJECTS)

On projects with contract value from $30,000 and greater, construction business submitting bids must meet the stated HUB goal of 10% or demonstrate a “Good Faith Effort” in the solicitation of HUB subcontractors. The HUB Coordinator to receive and review the following bid documents:

1. Contractor’s project quote or bid with the following documents:

2. Signed and Notarized Affidavit A: Listing of Good Faith Efforts A. 50 points earned from the good faith efforts listed for the bid to be considered

responsive OR

3. Signed and Notarized Affidavit B: Intent to Perform Contract With Own Workforce

A. Submitted ONLY if the contractor will self-perform the entire scope of work. WITH



A bid that does not include the Identification of Certified/Minority Business Participation form and Affidavit A OR Affidavit B, may be considered non-responsive and the bid Will be rejected.

HUB MANUAL

Section 4: Bid/Award 13

Section 4: Bid/Award Award of Construction Contract


GENERAL

The HUB Coordinator will continue to take every measure to meet or exceed the State’s goal of 10% HUB participation (15%-UNCG). Modifications and additions will be made as required based on changes to the governing requirements and this University’s construction program.

After final review of the required bid proposal documents outlined in Section 3: Bid Phase, the HUB Coordinator will issue a HUB Office Compliance Letter and a UNCG HUB Certification in order, to proceed with obtaining a project purchase order/purchase authorization.

This process should be implemented in a manner that it will not delay the project schedule.

INFORMAL PROJECTS (SINGLE BIDDER PROJECT)

The staff of UNCG responsible for soliciting quotes or bids with contract value from $5,000 to $30,000 is required to provide to the HUB Coordinator the following documents for review and approval no less than 3 days prior to project start date:

1. Contractor’s project quote with the following documents:

2. Affidavit A: Listing of Good Faith Efforts A. 50 points earned from the good faith efforts listed for the bid to be considered responsive B. Signature and notarization of the affidavit

OR

3. Affidavit B: Intent to Perform Contract With Own Workforce

A. Submitted ONLY if the contractor will self-perform the entire scope of work. B. Signature and notarization of the affidavit

WITH



HUB MANUAL


INFORMAL AND FORMAL PROJECT (BID PROJECT)

The staff of UNCG responsible for soliciting bids for projects costing from $30,000 and greater is required to provide to the HUB Coordinator the following documents for review and approval no less than 7 days prior to project start date:

After Bid Opening: Within 72 hours of notifying the apparent low bidder:

1. Apparent Low Bidder’s proposal A. Package to include: Bidder’s submitted Affidavit A OR Affidavit B with the

Identification of Certified/Minority Business Participation

2. Signed and Notarized Affidavit C-Portion of The Work To Be Performed By Firms (If minority business participation is equal to or greater than 10% of the bidder’s total contract price as defined in G.S. 143-128.2 (g)).

A. Identification of the minority (HUB) firm with their minority category, HUB certified status, work description and dollar value.

OR

3. Signed and Notarized Affidavit D-Good Faith Efforts (If minority business participation is less than 10% of the bidder’s total contract price as defined in G.S. 143-128.2 (g)).

A. Package to include: ALL necessary documentation showing the apparent lower bidder’s Good Faith Efforts

B. Identification of the minority (HUB) firm with their minority category, HUB certified status, work description and dollar value.

AND

4. Certified Bid Tabulation and Designer/Engineer of Record Award Request Letter (For Projects with Approved Design Architects or Engineers)

If the submitted documentation does not accurately or adequately meet the good faith efforts criteria, the bid may be rejected and the award may be made to the next lowest responsible and responsive bidder.

Receipt of three bids on any formal contract is required to open bids on the first advertisement. If an insufficient number of bids are received, then bids shall not be opened and the project shall be re-advertised and bids again in no less than 7 days from re-advertisement. Do not make any changes to the bid documents between 1st and 2nd opening. Whatever number of bids received at the second opening may be opened and read, if desired, or the project may be bid again at a later time according to G.S. 143-132. (State Construction Manual-Section 603-D).

HUB MANUAL


Facilities Management-HUB Office

105 Gray Drive PO Box 26170, Greensboro, NC 27402-6170 336.256.1069 Phone 336.334.3212 Fax

(INFORMAL PROJECTS-NO BID)

MEMORANDUM

To:

Project Manager

From: Tony Phillips

HUB Coordinator

Date: June 18, 2XXX

Re: UNCG INFORMAL PROJECT-CAMPUS WIDE PROJECT ID # FDC/HRL/FO-XX-XX-XX HUB REVIEW/BID RESULTS – CONTRACTOR’S NAME

This correspondence serves as notification of the HUB COMPLIANCE results for the above-referenced project. All documents have been found to be in compliance. Please forward these documents to the Purchasing Officer in order to proceed with the contract evaluation and award.

Please be sure to include verification of Proof of Insurance for this project. If you have any questions or if additional information is required, please contact me at extension 6-1069.

Attached: UNCG HUB Certification –% HUB Participation-Contractor’s Name. (Contractor’s Status and Company’s Description)

HUB MANUAL


Facilities Management-HUB Office

105 Gray Drive PO Box 26170, Greensboro, NC 27402-6170 336.256.1069 Phone 336.334.3212 Fax

(INFORMAL AND FORMAL PROJECTS- BID)

MEMORANDUM

To:

Project Manager

From: Tony Phillips

HUB Coordinator

Date: June 18, 2XXX

Re: UNCG INFORMAL PROJECT-CAMPUS WIDE PROJECT ID # FDC/HRL/FO-XX-XX-XX HUB REVIEW/BID RESULTS – CONTRACTOR’S NAME

This correspondence serves as notification of the bid results for the above referenced project. Bids have been reviewed for HUB Compliance. All other documents have been found to be in compliance. Please forward these documents to the required office(s) (Business Affairs, Purchasing) in order to proceed with the contract evaluation and award.

If you have any questions or if additional information is required, please contact me at extension 6-1069.

Attached: UNCG HUB Certification –% HUB Participation-Contractor’s Name. (Contractor’s Status and Company’s Description)

HUB MANUAL


UNCG HUB Certification

Institution University of North Carolina at Greensboro

Project Name

Minority Participation – Total and by Category (%) % w% (MC)-Contractor’s Name (Contractor’s Status and Company’s Description)

Minority Categories (MC): Black/African-American (B), Hispanic (H), Asian-American (A), American Indian (I), Caucasian Female (F), Socially and Economically Disadvantaged (D), Total (T)

Please check the boxes that apply and provide a copy of the affidavit(s).

Affidavit A The apparent low bidder has provided Affidavit A (Listing of the Good Faith Effort).

Affidavit B The apparent low bidder has provided Affidavit B (Intent to Perform Contract with Own Workforce). Documentation of effort to utilize minority business suppliers must be provided with Affidavit B.

Affidavit C The apparent low bidder has provided Affidavit C (Portion of the Work to be Performed by Minority Firms).

Affidavit D The apparent low bidder has provided Affidavit D (Good Faith Efforts). Documentation of Good Faith Effort must be provided with Affidavit D.

Please check the appropriate boxes and complete the portion that applies:

The apparent low bidder has indicated that he/she has performed 0out of the 10 “Good Faith Efforts” and has provided supporting documentation.

I have reviewed the documentation and concur that sufficient effort has been expended to award the contract.

The Institution has notified minority businesses that have requested notices from the public entity in accordance with G.S. 143-128.2

Comments: Documentation provided by the contractor supporting his/her “Good Faith Effort” must be submitted with the award request letter.

Date: Signature:

Name (Printed):

Title: HUB Coordinator

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Section 5: Construction Phase 18

Section 5: Construction Phase Construction phase monitoring of the implementation of HUB commitments


GENERAL

During the construction phase, there are five (5) events that require the involvement of the HUB Coordinator:

1. Removal of a HUB contractor from the project 2. Subcontracting of any portion of the work by a contractor after award of the project under

the Affidavit B (self-perform) process 3. HUB contractor complaints or disputes 4. Reporting of changes in HUB participation due to change orders 5. Reporting of payments to HUB Contractors

These guidelines apply to all construction contracts, project-related procurements, design and other construction-related professional service contract administered by UNCG’s personnel that engage in construction activities.

1. IF during construction, it becomes necessary to replace an MBE sub-contractor, the prime contractor must notify the Project Manager and the HUB Coordinator of the circumstances involved prior to substituting a subcontractor and inform the HUB Coordinator of its good faith efforts pursuant to G.S. 143-131(b)

2. IF a contractor, who was awarded a contract under AFFIDAVIT B (self-perform) during the course of the construction, requires the use of a subcontractor, MUST immediately notify the HUB Coordinator. Prior to contracting a subcontractor, the prime contractor shall identify the subcontractor and inform the HUB Coordinator of its good faith efforts pursuant to G.S. 143-131(b). The prime contractor will, in addition to other bids, solicit a minimum of three (3) bids from minority businesses for that subcontracted work. All documentation relative to the efforts must be submitted to the HUB Coordinator for review. If documentation of efforts is not provided, this may be considered a breach of contract.

3. IF, during construction, a HUB contractor notify the HUB Coordinator regarding a project

dispute or complaint. The HUB Coordinator is to review the situation with the contractor, gather the details and to convey this information to the project construction administrator (Project Manager) for contract resolution. The Project Manager will keep the HUB Coordinator informed of decisions made regarding the resolution of the contractor’s complaint.

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4. IF the scope of work is altered via change order, the contractor must provide to the Project Manager a statement indicating changes to the HUB participation on the project as appropriate.

5. Along with the payment application, the contractor must submit APPENDIX E showing the amount of minority participation for the pay period and total for the project, even if no minorities worked on the project during the pay period.

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APPENDIX E MBE DOCUMENTATION FOR CONTRACT PAYMENTS

Prime Contractor/Architect: _____________________________________________ Address & Phone: ____________________________________________________ Project Name: _______________________________________________________ SCO Project ID: ________ Pay Application #: _________________ Period: ________________________ The following is a list of payments made to Minority Business Enterprises on this project for the above-mentioned period.

MBE FIRM NAME * TYPE OF MBE

AMOUNT PAID THIS MONTH

(With This Pay App)

TOTAL PAYMENTS

TO DATE

TOTAL AMOUNT

COMMITTED

*Minority categories: Black (B), Hispanic (H), Asian American (AA), American Indian

(AI), White Female (WF), Socially and Economically Disadvantaged (SED)

Approved/Certified By:

Name Title Date Signature SUBMIT WITH EACH PAY REQUEST - FINAL PAYMENT - FINAL REPORT

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Section 6: Project Close Out 21

Section 6: Project Close Out Documentation Required From Project Manager/Representative For Close Out of Projects


GENERAL

The staff of UNCG responsible for managing construction projects (Construction Project Manager) is required to provide to the HUB Coordinator the project close-out documentation related to the following Interscope reporting project designations:

1. Standard Project-applies to most Capital projects 2. Performance Contract-applies to Guaranteed Energy Savings Performance Contracts 3. Foundation Project-applies to UNC System projects that are designated/constructed by

a foundation, but must be reviewed by SCO 4. Non-Code-Item Project (HUB ONLY)-applies to projects that do not go through the

normal State authorization process Prior to the submission of the close-out documents and release of final payment to the contractors, the Construction Project Manager will review Appendix E, to verify that the minority firm(s) identified in the bid/award process are accurate, services have been rendered, and payment is due as processed.

ALL PROJECTS WITH A CONTRACT VALUE OF $5,000 AND GREATER

1. UNCG HUB Close-out Cover Sheet (According To Interscope Requirements) A. Project ID Number B. Project Manager Name C. Project Name D. Date Awarded E. Construction Start Date F. Construction Completion Date G. Purchase Orders Number(s) H. Project Scope I. Work Order Information(If Required) J. Estimated Cost K. Actual Cost L. Date Project Closed M. Final Appendix E Attached (Y or N)

2. UNCG Project HUB Participation Record

A. HUB Contractor/Vendor Company Information 3. Copy of Contractor’s Final Invoice or Project Final Payment Application (AIA) 4. Copy of Final Purchase Order(s) Information 5. Copy of Final Appendix E (As shown in Section #5) 6. Copy of Final Facilities Operations Work Order(s) Information (If Required)

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HUB CLOSE-OUT COVER SHEET

Project Number:

Project Manager:

Project Name:

Date Awarded: Click here to enter a date.

Construction Start Date: Click here to enter a date.

Construction Completion Date: Click here to enter a date.

Purchase Orders Number:

Project Scope:

Work Order Information:

Estimated Cost:

Actual Cost:

Date Project Closed: Click here to enter a date.

Final Appendix E Attached: Yes No

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PROJECT HUB PARTICIPATION RECORD

Project Name: Project ID#: Project Actual Cost: Total HUB Participation: Total HUB Value:

Attach additional sheets if necessary

Company Name, Address and Phone Minority Category*

HUB Certified Work Description Dollar Value

* Minority categories: (A) Asian American, (B) African American, (D) Socially and Economically Disadvantaged, (F) White Female, (H) Hispanic, (I) American Indian

The information submitted in this document is correct and accurate of minority participation used for this project per the attached documentation.

Signature Date

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Section 7: Reporting 24

Section 7: Reporting Interscope and UNCG Reporting


GENERAL

In accordance with G.S. 143-128.2, 143-128.3 & 143-131 (originally parts of Senate Bill 914), all Universities are required to report the following information on projects with a contract value greater than $5,000, to the Department of Administration and Office of Historically Underutilized Businesses (HUB) Office:

1. The verifiable project percentage goal 2. The type and total dollar value of the project, minority business utilization by minority

business category, trade, total dollar value of contracts awarded to each minority group for each project, the applicable good faith effort guidelines or rules used to recruit minority business participation, and good faith documentation accepted by the public entity from the successful bidder.

3. The utilization of minority businesses under the various construction methods. The reporting program was revised in 2015 when The NC State Construction Office developed the Interscope Reporting System, a web-based application, to assist Public Entities in tracking and complying with the life cycle construction projects from the time they are authorized until they are closed out including the minority business participation reporting requirements.

The HUB Coordinator will provide periodic updates and bi-yearly reports (August and February) to the Associate Vice Chancellor of Facilities regarding the HUB Utilization/Participation status for reporting to the North Carolina Board of Governors; the North Carolina General Assembly; members of the North Carolina Legislative Black Caucus and any UNCG Department as required.

INTERSCOPE REPORTING

Authorization and Programs will typically be entered by a senior level person by UNC System Office.

Projects will be created by UNCG Capital Administrative Office (Sandra Redmond and/or Lori Krise) and must be created under the Program that will be providing the funding for it.

1. Determining Special Project Designation A. Standard Project (default)-applies to most Capital Projects B. Performance Contract-applies to Guaranteed Energy Saving Performance

Contracts C. Foundation Project- applies to UNC System projects that are

designed/constructed by the foundation, but must be reviewed by SCO D. Non-Code-Item Project-applies to projects that do not go through the normal

State authorization process (e.g. projects completed with operating funds). This is also used for reporting small (informal) project HUB information.

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Design and Construction Report Entry

For all projects <$2M, UNCG Capital Administrative Office (Sandra Redmond and/or Lori Krise) will enter the contract.

HUB Only Data (Non-Code-Item Project) Entry

The HUB Coordinator is responsible to enter ALL Informal Projects (Non-Bid Single Bidder Project with a total contract value greater than $30,000) that are NOT part of the code-item-center capital project or, by their nature have no design or code review such as painting, road patching, etc. The project must be created as a Non-Code-Item Project AND the HUB Only check box must be checked in order to utilize the abbreviated data entry method.

Finalization of HUB Participation and Close Out of Construction Project (Mainly Standard, Foundation, and Non-Code-Item Projects)

The HUB Coordinator is responsible to review and update HUB data on the “HUB Participation” tab. Change HUB Status to “Finalization”, check the HUB Data Final box and Save. Carefully, review that all current certification is checked and reported as of the data finalization.

Go to the “Construction Contract Detail” tab, change the Contract Status to “Complete” and Save.

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Section 8: CM at Risk Selection 28

Section 8: CM at Risk Selection Procurement of Professional Service


GENERAL

An important component of UNCG’s HUB plan is to promote participation of HUB firms in the Construction Manager at Risk (CM at Risk) method. The University’s HUB Coordinator plays an important role in the selection process of Construction Manager at Risk for university projects. Solicitation and selection of ALL contractors are carried out in compliance with the Office of State Construction-Construction Manager at Risk Selection guidelines.

HUB Coordinator’s Responsibilities:

A. Construction Manager at Risk Selection - The University Architect will notify the University HUB Coordinator prior to posting a solicitation for CM at Risk.

1. The HUB Coordinator will notify minority businesses of opportunities to submit qualifications for consideration in the Construction Manager at Risk selection process. This will be accomplished by both direct contacts (via emails or telephone calls) and by notifying professional minority organizations of opportunities.

2. The HUB Coordinator will review the contractor’s HUB Plan included in the Request for Proposal (RFP), and provide input to the University Architect for shortlisted firms.

B. Pre-interview briefing - The HUB Coordinator will brief each prospective CM at Risk on UNCG’s HUB goals and what the CM at Risk is expected to present during the interview presentation regarding the following HUB selection criteria:

1. CM at Risk to provide a detailed outline of the proposed contractual relations with HUB firms related to their Mentor-Protégé, Joint Venture or Partnership Programs

2. CM at Risk to discuss HUB utilization success rate on recent past project (3 years), including specific activities completed (outreaches, partnership, etc.) and what was the actual percentage of HUB participation on those projects

3. CM at Risk to discuss their HUB plan and proposed goals for the targeted project and how they will assist UNCG in meeting the desired project goal.

C. During the interview - As a voting member of the Interview Committee, the HUB Coordinator will participate in all CM at Risk interviews and will provide comments to the University Architect on firms interviewed regarding the HUB selection criteria.

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Section 8: CM at Risk Selection 29

D. After selection - The HUB Coordinator will work closely with the CM at Risk’s appointed Diversity Officer/HUB Coordinator on the following:

1. Identifying various Reduced Barrier Packages (RBP) strategies that are in accordance with the current State of North Carolina construction project regulations to enhance the HUB participation and project goals from minority prime contractors, subcontractors, and vendors.

2. Informing the minority business community of the project outreach plan and creating awareness of specific subcontracting opportunities via advertisements in minority-focused media, email or telephone call.

3. Work with minority-focused and small business organizations that support HUB inclusion in the solicitation of bids.

4. Maintain a database specifically for minority firms that have submitted the pre-qualification forms.

5. Work closely with the selected CM at Risk to conduct the required outreach program to meet UNCG’s participation goals.

6. Schedule quarterly update meetings to discuss the project’s progress and any concerns from the minority businesses on site.

7. Attend monthly site State Construction Office meeting to review the project’s progress with the CMR’s project team and updates on the minority contractors performance/schedule.