Contract Services bids and executes Public Works contracts that apply to new construction or repair of any public structure, building, road or other public improvement. These contracts contain the CSU Contract General Conditions for Minor Capital Outlay Projects (<$400,000.00) and Major Capital Outlay Projects (>$400,000.00). See: http://www.csupomona.edu/~procurement/pdf/genprov.pdf
Purpose: This step-by-step public works project processing Model has been prepared to show how a typical public works project might proceed from its original conception and design to its completion and final contractual settlement (the so-called "cradle-to-grave" process). This model applies to major capital and minor capital projects alike, except where it is indicated that a step applies exclusively to one or the other.
Content : The model has been divided into three (3) major sections. In sequence, they are: I. Planning and Construction Document Preparation; II. Bid Award and Construction Management Phase; and III. Construction Pre-Award Steps. There also is an alphabetized subject index at the beginning. This index should accommodate most searches for specialized words, terms or individual activities used in this process model.
Review Guidelines: The model represents a process that is rather complicated and cumbersome, employing an incredible amount of detail. The process is, in large measure, the product of all the statues, regulations, and policies that control it. The model is intended to serve more as a directional "map" for the process rather than a procedure manual governing its activities. CSU policies and procedures for public works projects and much of their attendant detail can be found in three Manuals and two Trustees' web sites already in use. They are: (1) the State University Administrative Manual (SUAM), (2) the CSU Construction Phase Manual, (3) the CSU Procedures Guide for A/E, (4) the internet home page for Capital Planning, Design, & Construction (CPDC) of the Chancellor's Office, and (5) the internet home page for Contract Services & Procurement (CS&P) of the Chancellor's Office. Those five sources of information can be used to great advantage in exploring the in-depth details, definitions, and added clarification that might sometimes be needed to understand the various steps presented in this "map."
If your campus intends to utilize this map, selected campus departments should be asked to review it and recommend whatever additions, deletions, or corrections are appropriate to improve, or apply it for local use. Recommendation for changes should be acceptable from any department that makes use of the map, but once it is made usable it's advisable to assign the responsibility for modifications to one office or individual only.
One of the objectives in the development of the Model is to keep it as streamlined, simple, and reader-friendly as possible in order to encourage its routine use. Accordingly, a number of minor or less-than significant steps will need to remain absent from the map. It goes without saying that too much prescriptive detail can be just as bad as too little. Prescriptive detail can reduce the ability to be flexible while performing operations that are really just logical and straightforward. It also forces many frequent revisions to the Map that otherwise might be unnecessary.
Nevertheless, there could be some steps missing in the Model that the user would prefer to have shown. That is the primary reason that initial reviews and recommendations for local application of the map are advisable before it is put in use.
Once developed, this Model Process Map (as modified by the user) is envisioned to be a dynamic and every-changing instrument, subject to future changes in legislation, Trustees' policy, and local administrative reorganizations. If kept current, it can serve as a useful tool for public works project processing.
INSTRUCTION FOR PRINTING THE PROCESSING MODEL
The Processing Model is available in Adobe PDF Format. There are three sections and the subject index, each section must be downloaded to a separate diskette due to the large file size. You will need Adobe Acrobat Reader Version 4.0 or higher to view/print the forms. You may download the reader from Adobe's download site?
Subject Index
Section I - Planning and Construction Document Preparation Phase
Section II - Bid Award Phase
Section III - Construction Management Phase
Public Works Projects - (Major Capital Outlay, Minor Capital Outlay) A public works project is defined as the erection, construction, alteration, or improvement of any public structure, building, road, or other public improvement of any kind. A Major Capital Outlay project is any project over $400,000. A Minor Capital Outlay project is any project under $400,000. Contracts associated with a public works project must be formally bid if the dollar amount exceeds $5,000.
Service Agreements - Service agreements include any contract for services associated with a public works project including contracts for architectural, engineering, planning, testing, general studies, feasibility services, etc. All service agreements in association with a public works project must be approved by the Chancellor's Office.
Special Repair Projects - Special repair projects include, but are not limited to, repainting, reroofing, electrical repairs, plumbing repairs and road repairs. Special repair agreements (under $250,000.) do not require approval from the Chancellor's Office.
