ELECTRONIC ROUTING PROCEDURES
HECO FORMS OVERVIEW
-
specifically for Health System Division
AUTHORIZATION
HECO-2 - Authority to Initiate Capital Outlay Project
HECO-4 - Approval of Schematic Design
- required for projects with schematic design approval by the BOV
- submit with VM documentation - not required for ARIP projects / projects under $5M
HECO-5 - Approval of Preliminary Drawings & Specifications
- required for projects with VM documentation - not required for ARIP projects
/ projects under $5M
HECO-6 - Approval of Working Drawings & Specifications
HECO-8 - Authorization to Award Contract
HECO-8BR - Construction Phase Budget Revisions
- see
Budget Process Overview & Reconciliation
- for guidance
HECO-14 - Project Completion Report
HECO-17 - Building Permit (Version for VUSBC 2000, 2003, & 2006 Editions)
HECO-17-IND - Building Permit for Trailers
HECO-17a-TMP - Building Permit for Temporary Structure
Project Permit Form
DESIGN CONTRACT MANAGEMENT
HECO-2.1a - A/E Selection Small Fee Template
- A/E Fee Less Than $10K
HECO-2.1b - A/E Selection 3 Phone Template
- $10K to $50K A/E Fee
CO-2.3 - A/E Fee Proposal Work Sheet & Example
- current mileage rate is $0.55 -
Click here for updates to
UVA Policy 2.6.3
HECO-3 - Contract Between University & A/E Template
- A/E Fee Greater Than $50K - by Professional Services
Contract Administrators
HECO-3.1 - Term Contract Form for A/E Template
- by Professional Services Contract Administrators
HECO-3.1a - Service Order Term Contract for A/E
- by Professional Services Contract Administrators
HECO-3.2 - Contract Between University & A/E Template
- $10K to $50K A/E Fee - by Professional Services
Contract Administrators
HECO-3.3 - Term Contract for Cost Consultant
- by Professional Services Contract Administrators
HECO-3.3a - Service Order for Cost Consultant
- by Professional Services Contract Administrators
HECO-3.4a - Service Order for Construction Administration Manager
– rarely used
HECO-8b - Opinion of A/E Performance (Design Phase)
HECO-11a/e - A/E Contract Change Order
- by PM's & Professional Services Contract Administrators
Facilities Management Directive 362C - "Change Orders for Construction &
Professional Services Contracts"
HECO-12a/e - A/E Payment Invoice
CONSTRUCTION CONTRACT MANAGEMENT
DGS-30-244 - Buy Virginia Graphic for Specifications
HECO-6a - Statement of Structural and Special Inspections Form
– by A/E & Project Manager
HECO-6b - 2006 VUSBC Special Inspections
- by A/E
DGS-30-364 - Submittal Register
- or similar approved format
HECO-7 - General Conditions of the Construction Contract
CO-7 - General Conditions
HECO-7CM - Addendum #1
- Agency Trade Contracts only
CO-7CM - General Conditions of the Construction Contract with a CM
- Agency Trade Contracts only
DGS-30-376 (Modified) - Supplemental General Conditions to CO-7CM
- Builders' Risk Insurance
– Agency Option Only
HECO-7DB - General Conditions
of the Design-Build Contract - Addendum #1
CO-7DB - General Conditions of the Design-Build Contract
DGS-30-376 (Modified) - Supplemental General Conditions - Builders' Risk Insurance
- renovation projects only
DGS-30-377 - Supplemental General Conditions - SWaM
- required for all projects
DGS-30-378 – Supplemental General Condition 52 to CO-7
– required for projects funded wholly or in part by funds provided under the American Recovery & Reinvestment Act of 2009 (ARRA)
Supplemental General Conditions - CM Construction Utilities - CM
& On-Demand
projects only
HECO-7a - Instructions to Bidders
HECO-7am - Instructions to Bidders
- rarely used - requires CFO approval - includes private bid opening with negotiations
Standard HECO Bid Form Format
- by A/E
HECO-9 - Contract Between
University & Contractor
- Competitive Negotiation, IFB, Sole Source, & Emergency Options - by
Contract Administrator
HECO-9CM
- Contract Between University & Construction Manager - Template
- CM Agency & At Risk Options - by Contract Administrator
HECO-9DB - Contract Between University & Design Build Contractor
- by Contract Administrator
CO-9a - Workers Compensation Certificate of Insurance
CO-9b - Post Bid Modification
HECO-10 - Standard Performance Bond
HECO-10.1 - Standard Labor & Material Payment Bond
Bond Co-surety Rider
– if required for HECO-10 & CO-10.1
CO-10.2 - Standard Bid Bond
HECO-11 - Contract Change Order and HECO-11a - Change Order Justification
HECO-GC-1 - Change Order Estimate (General Contractors)
HECO-SC-1 - Change Order Estimate (Subcontractors)
HECO-SS-1 - Change Order Estimate (Sub-Subcontractors)
Board on Changes Template - for any independent change order of $250,000 or more
Facilities Management Directive 362C - "Change Orders for Construction &
Professional Services Contracts"
HECO-12 - Schedule of Values and Certificate for Payment
- also see
HECO-12 Mathematical Errors for audit response
CO-13 - Affidavit of Payment of Claims
- required for final Contractor payment
HECO-13.1 - Certificate of Completion by A/E
- also see
Project Completion
for audit response
HECO-13.1a - Certificate of Partial or Substantial Completion by A/E
- also see
Project Completion
for audit response
HECO-13.1b - Final Report of Structural and Special Inspections
HECO-13.2 - Certificate of Completion by Contractor
- required for final Contractor payment
HECO-13.2a - Certification of Partial or Substantial Completion by Contractor
HECO-13.3 - Combined Certificate of Use and Occupancy/Temporary Certificate of Use and
Occupancy
Sprinkler Inventory Form
- to be completed for CUO application with data to be entered
by FM Operations
HECO-13.3b - Checklist for Occupancy
- Beneficial, Set-up, or Partial
HECO-14a - Opinion of A/E Performance (Bid / Construction Phase)
CO-14b - Opinion of Contractor Performance
CO-16 - Contractor's Statement of Qualifications
- review the need to edit for individual projects per chapter 11/HECOM
CO-16 - Attachment 1, Qualification Criteria
ELECTRONIC ROUTING PROCEDURES
for HECO-2, HECO-5, HECO-6, HECO-8 and DETERMINATIONS
& FINDINGS
-
Project Managers are responsible
for coordinating
sequential
(one person at a time) edits/approvals
IN THE ORDER listed
on each form
by email attachment.
-
Approvers reply back by
email to Project Managers with approvals and/or edits.
-
Upon receipt of last electronic approval, Project Managers electronically send
form to Kim Breeden
(kbm4n@virginia.edu)
who will print and route as appropriate for wet signatures.
-
Support Staff will scan
the form & make final distribution.
