STEP 5: FACILITIES MANAGEMENT FORMAL CSP SELECTION OF ...€¦ · STEP 5E: FACILITIES MANAGEMENT FORMAL COMPETITIVE SEALED PROPOSAL (RFP) Page 1 of 4 CONTRACTOR Plant Operations FM

STEP 5E: FACILITIES MANAGEMENT FORMAL COMPETITIVE SEALED PROPOSAL (RFP)Page 1 of 4

CONTRACTOR

1rPlant Operations FM Formal Competitive Sealed Proposal (RFP) Chart 6.2.11

A/E AND OTHER CONSULTANTS

EVP ADMIN & FINANCE/

PLANT OPERATIONS

UH DEPARTMENTS

MINOR AND PLANNED PROJECTS

FACILITIES MANAGEMENT

To CSP-14

CSP-4PM makes

corrections and sends to OGC for

approval

CSP-2PM proposes

Selection Commitee to ED

CSP-13Business Services

posts RFP to SharePoint and

notifies PM and SC

CSP-11Respondents

submit proposal to Purchasing

CSP-12Purchasing

distributes to Business Services

CSP-1PM develops RFP

& evaluation criteria

CSP-5OGC reviews, edits,

approves and routes back to PM

CSP-3ED reviews RFP & SC and sends

approval or revisions

CSP-6PM makes changes, prepares bid pkg & fws to Supervisor

SCOPE DEVELOPMENT

PROCESS DESIGN PHASE

PROCUREMENT OF OWNER PROVIDED SERVICES

Does the supervisorapprove?

N

Y

CSP-7PM forwards bid pkg to

CC

CSP-8CC forwards

pkg to Purchasing

CSP-9Purchasing recom-mends changes, applies naming

convention & posts on ESBD

CSP-10Purchasing conducts pre-bid conference and issues Addenda

FORMAL COMPETITIVE

BID(IFB)

JOB ORDER CONTRACTOR

oror

CONTRACTOR

STEP 5: FACILITIES MANAGEMENT FORMAL CSP SELECTION OF CONTRACTOR PROCESSPage 2 of 3

1rPlant Operations FM Formal CSP Selection Chart 2.23.11



PLANT OPERATIONS

UH DEPARTMENTS



From CSP-15

From NoTo Y/N

Does EVP approve?

Can agreement be

reached?

Y

N

Y

N

CSP-19Short listed

respondents attend interviews

CSP-21Purchasing

compiles and sends to PM & ED

CSP-22PM & ED review.

PM returns to Purchasing

CSP-17PM performs

interview logistics and prepares

agenda & questions

CSP-16Purchasing notifies short listed firms,

schedules interviews

CSP-18PM works with Purchasing to convene Selection Committee

and respondents for interviews

CSP-20Selection Committee finalizes scoring and submits results to

Purchasing

CSP-24Purchasing notifies

successful respondent & PM

CSP-23Purchasing drafts

recommendation & sends to EVP. cc: ED & PM

CSP-25PM finalizes contract terms

with respondents

CSP-29CC assigns

contract number

CSP-30CC prepares

contract doc, PPT & signature page and

sends to DBA

CSP-26Contract & fee

proposal negotiated with next highest

ranked respondent

N

Y

Does LSPM approve?

CSP-27PM prepares

contracts package & fws

to LSPM

CSP-28PM forwards

contract package to CC

CONTRACTOR





PLANT OPERATIONS

UH DEPARTMENTS



&

To RFP-30From RFP-30

Y

N

Y

N

Y

N

Y

N

Y

N

N

Y

CSP-31CC edits and/or

emails contract doc, PPT & signature

page to PM

DoesPM approve?

CSP-33CC sends approved

contract to vendor via email

Does vendor sign and return

to CC?

DoesDBA approve

& certify?CSP-32

PM emails corrections to

CA



TO CONSTRUCTION

PHASE

CSP-38PM initiates contract cancellation process

Does 1st level signatory approve?

CSP-39PM sends NTP

to CC for processing

CSP-40CC sends

vendor & PM executed

contract & NTP

CSP-34CC prepares

contracts & sends through proper signator levels

Do all signatory

levels approve?

CSP-35CC prepares & emails NTP to LSPM or ED for

signature

Does LSPM or ED signNTP?

CSP-36To 1st level signatory for

signature

CSP-37PM sends back

to CC for revisions


CONTRACTOR

1rPlant Operations FM Formal Competitive Sealed Proposal (RFP) Chart 6.2.11



PLANT OPERATIONS

UH DEPARTMENTS



CSP-15Purchasing

compiles results and sends to PM

& ED

CSP-16PM & ED review. PM sends shortlist

recommendation to Purchasing

CSP-21Selection Committee scores short listed firms and submits

results to Purchasing

CSP-26Proposal

negotiated with respondent

To Y/N From NoTo CSP-14

CSP-4PM makes


approval

CSP-2PM proposes


CSP-13Business Services

posts RFP to SharePoint and

notifies PM and SC

CSP-11Respondents

submit proposal to Purchasing

CSP-12Purchasing


CSP-1PM develops RFP

& evaluation criteria

CSP-5OGC reviews, edits,

approves and routes back to PM

CSP-3ED reviews RFQ & SC and sends

approval or revisions

CSP-6PM makes changes, prepares bid pkg & fws to Supervisor

SCOPE DEVELOPMENT

PROCESS DESIGN PHASE

PROCUREMENT OF OWNER PROVIDED SERVICES


N

Y

CSP-7PM forwards bid pkg to

CC

CSP-8CC forwards

pkg to Purchasing

CSP-9Purchasing recom-mends changes, applies naming


CSP-10Purchasing conducts pre-bid conference and issues Addenda

FORMAL COMPETITIVE

BID(IFB)

JOB ORDER CONTRACTOR

oror

CONTRACTOR





PLANT OPERATIONS

UH DEPARTMENTS



From CSP-13

Y

NDoes EVP approve?

Is interview

required by ED?

CSP-19PM perfoms


agenda & questions

CSP-18PM works with Purchasing to convene Selection Committee


CSP-20Short listed


CSP-22Purchasing




CSP-23PM & ED review.


Does EVP approve?

CSP-25Purchasing

notifies successful respondent,

ED & PM

CSP-27PM requests fee

proposal from next highest ranked

respondent

YN

YN

CSP-14Selection Committee evaluates and submits results to Purchasing

cc: PM


recommendation & sends to EVP. cc:

PM & ED

CONTRACTOR





PLANT OPERATIONS

UH DEPARTMENTS



&

To RFP-30From RFP-30

Y

N

Y

N

Y

N

Y

N

Y

N

N

Y

CSP-31CC edits and/or


page to PM

DoesPM approve?




to CC?

DoesDBA approve

& certify?CSP-32

PM emails corrections to

CA



TO CONSTRUCTION

PHASE


Does 1st level signatory approve?

CSP-39PM sends NTP


CSP-40CC sends


contract & NTP

CSP-34CC prepares

contracts & sends through proper signator levels

Do all signatory

levels approve?

CSP-35CC prepares & emails NTP to LSPM or ED for

signature

Does LSPM or ED signNTP?

CSP-36To 1st level signatory for

signature

CSP-37PM sends back

to CC for revisions

STEP 4A: FACILITIES MANAGEMENT RFQ SELECTION PROCESSPage 1 of 4


CONTRACTOREVP ADMIN & FINANCE/OFFICE OF GENERAL COUNSEL

1hPlant Operations FM RFQ Selection of Design Team Chart 6.2.11

UH DEPARTMENTS



To DT-15


N or

Y

DT-10Purchasing conducts pre-submittal conference and issues Addenda

DT-11Respondents

submit qualifications to

Purchasing

DT-12Purchasing


DT-13Business Services

posts RFQ to SharePoint and

notifies PM and SC

DT-14Selection Committee evaluates and submits results to Purchasing

cc: PM

FROM SCOPE

DEVELOPMENT

DT-2PM proposes


DT-3ED reviews RFQ &

SC and sends approval or revisions

DT-9Purchasing recom-mends changes, applies naming


DT-6PM makes changes, prepares bid pkg & fws to Supervisor

DT-4PM makes


approval

DT-1PM develops

RFQ & evaluation

criteria

DT-5OGC reviews,

edits, approves and routes back

to PM

TO CSA SELECTION

DT-7PM forwards bid pkg to

CC

DT-8CC forwards

pkg to Purchasing

STEP 4: FACILITIES MANAGEMENT RFQ SELECTION PROCESSPage 2 of 4




UH DEPARTMENTS



To pg.3 From pg.3

YN

From DT-14

YN

DT-15Purchasing


& ED

DT-22Purchasing


DT-24Purchasing drafts


DT-23PM & ED review.


Does EVP approve?



PM & ED

Does EVP approve?

DT-16PM & ED review. PM sends shortlist


DT-19PM perfoms


agenda & questions

DT-20Short listed


DT-18PM works with Purchasing to convene Selection Committee


DT-21Selection Committee scores short listed firms and submits


DT-26PM requests and

reviews fee proposal from respondent

DT-25Purchasing


ED & PM

DT-28PM requests fee


respondent

DT-27Fee proposal


Y

N

Is interview

required by ED?




1hPlant Operations FM Formal Competitive Sealed Proposal (RFP) Chart 6.2.11

UH DEPARTMENTS



Y

NCan

agreement be reached?

From CSP-26 To DT-27

To CSP-39

N

Y

Does supervisor approve?

CSP-28PM prepares

contracts package and forwards to

supervisor

CSP-29PM sends contract

package to CC

CSP-30CC assigns

contract number

CSP-31CC prepares


sends to DBA

Y

N

Y

N

Y

N

Y

N

N

CSP-32CC finalizes &


page to PM

DoesDBA approve

& certify?

CSP-33PM emails

corrections to CC

DoesPM approve?




to CC?

CSP-35CC prepares contract for

signature and routes

Do all levels

approve?

CSP-36CC prepares

and emails NTP to PM for review

Does PM approve

NTP?

To CSP-39To CSP-38From CSP-38

Y

To CSP-37


CONTRACTOREVP ADMIN & FINANCE/

PLANT OPERATIONS


UH DEPARTMENTS



DT-46Purchasing notifies

unsuccessful respondents

Y

NDoes

LSPM or ED approve?

DT-44PM sends NTP


DT-45CC sends


contract & NTP

TO DESIGN PHASE

DT-42PM rejects and sends back to

CC for revisions

DT-43PM initiates contract cancellation process

From Yes From NoFrom NoTo DT-40

&

DT-41To LSPM or ED for signature

From Yes

STEP 4A: FACILITIES MANAGEMENT RFQ SELECTION PROCESSPage 1 of 4




UH DEPARTMENTS



To DT-15


N or

Y

DT-10Purchasing conducts pre-submittal conference and issues Addenda

DT-11Respondents

submit qualifications to

Purchasing

DT-12Purchasing


DT-13Business Services

posts RFQ to SharePoint and

notifies PM and SC

DT-14Selection Committee evaluates and submits results to Purchasing

cc: PM

FROM SCOPE

DEVELOPMENT

DT-2PM proposes


DT-3ED reviews RFQ &

SC and sends approval or revisions

DT-9Purchasing recom-mends changes, applies naming


DT-6PM makes changes, prepares bid pkg & fws to Supervisor

DT-4PM makes


approval

DT-1PM develops

RFQ & evaluation

criteria

DT-5OGC reviews,

edits, approves and routes back

to PM

TO CSA SELECTION

DT-7PM forwards bid pkg to

CC

DT-8CC forwards

pkg to Purchasing

STEP 4: FACILITIES MANAGEMENT RFQ SELECTION PROCESSPage 4 of 4




UH DEPARTMENTS



To pg.3 From pg.3

YN

From DT-14

YN

DT-15Purchasing


& ED

DT-22Purchasing




DT-23PM & ED review.


Does EVP approve?



PM & ED

Does EVP approve?

DT-16PM & ED review. PM sends shortlist


DT-19PM perfoms


agenda & questions

DT-20Short listed


DT-18PM works with Purchasing to convene Selection Committee


DT-21Selection Committee scores short listed firms and submits


DT-26PM requests and

reviews fee proposal from respondent

DT-25Purchasing


ED & PM

DT-28PM requests fee


respondent

DT-27Fee proposal


Y

N

Is interview

required by ED?




1hPlant Operations FM Formal Competitive Sealed Proposal (RFP) Chart 6.2.11

UH DEPARTMENTS



Y

NCan

agreement be reached?

From DT-27 To DT-28

To DT-40

N

Y


DT-29PM prepares

contracts package and forwards to

supervisor

DT-30PM sends contract

package to CC

DT-31CC assigns

contract number

DT-32CC prepares


sends to DBA

Y

N

Y

N

Y

N

Y

N

N

DT-33CC finalizes &


page to PM

DoesDBA approve

& certify?

DT-34PM emails

corrections to CC

DoesPM approve?

DT-35CC sends approved



to CC?

DT-36CC prepares contract for

signature and routes

Do all levels

approve?

DT-37CC prepares

and emails NTP to PM for review

Does PM approve

NTP?

To DT-40To DT-39From DT-39

Y

To DT-38



1h

UH DEPARTMENTS




unsuccessful respondents

Y

N


CSP-40PM sends NTP


CSP-41CC sends


contract & NTP

CONSTRUCTION PHASE

CSP-38PM rejects and sends back to

CC for revisions


From Yes From NoFrom NoTo CSP-36

&

CSP-37PM sends to

supervisor for approval

From Yes

STEP 5: FACILITIES MANAGEMENT FORMAL CSP SELECTION OF ...€¦ · STEP 5E: FACILITIES MANAGEMENT FORMAL COMPETITIVE SEALED PROPOSAL (RFP) Page 1 of 4 CONTRACTOR Plant Operations FM

Documents