How to Find State Contracts and Vendors. For state agencies to obtain recycled-content certification from businesses providing products, materials, goods, or supplies offered or sold to the state within the reportable categories. For assistance on how to complete the form, visit Guidance on Form 74 for Vendors. A quick reference sheet for use by state agencies that must abide by SABRC laws, showing product categories and their minimum postconsumer content requirements.
Basic explanation of how to report composite material purchases i. The total cost of composite products can only be reported in ONE category. The project program, its phasing, and other operational and management considerations must be understood in order to test if the program fits the site. A comparative site analysis is an essential step if an EIR is to be prepared for the project. An EIR requires an evaluation of project alternatives, which can include alternative site locations. The preferred site must be justified based on its satisfaction of project objectives.
This audit and inspection program is designed to identify and prioritize deferred maintenance projects. This process also identifies projects or systems that require replacement through the Capital Improvement Program. Facility planners should coordinate with operation and maintenance of plant departments to be aware of the Capital Renewal and Replacement Projects identified in this analysis see FM Campuses identify new utility requirements through the long-range development planning process or through more detailed campus-wide utility plans.
Programming defines the needs of the user. That includes defining a project's functional needs interior and exterior functional requirements including space sizes, contents, activities and relationships. A project program serves not only as a basis for design and a source of information about a project, but frequently as a basis for seeking funding.
The programming process concludes with a clear and orderly statement of the problem. Detailed program information is usually separated from the more general functional data. Project programs establish quality and scope. Quality is often defined abstractly in the project goals and more specifically in the project program.
Scope is clearly defined and incorporates the following factors:. This section describes approaches used to establish construction costs for project budgets. Estimating construction costs typically involves using costs from similar prior projects and applying those costs to the present project, allowing for adjustments in location, scope, construction time period, and other factors.
Cost per gross square foot. This method uses data about the costs for various building types published by cost information services, or compiled in databases by organizations such as the Association of University Architects AUA. Reference books are available that provide costs on components by building square foot and by square foot of building component. This level of estimate is useful at the Construction Documents Phase when enough detail is available on the project to break the various systems into component parts and do an accurate quantity survey similar to that done by contractors who are bidding a project.
Contingencies are normally used with all of the methods of estimating to allow for unknowns. Avoid adding explicit contingencies on top of implicit contingencies. The CIB provides for design and project contingencies. The design contingency allows for the fact that projects often contain more elements when they are fully designed than could have been anticipated earlier in the design process.
The project contingency is for unknowns during construction. The project contingency allows for unknown factors that could increase construction and related costs beyond the estimate. Project contingency is not the same as the escalation factor. See 6. Estimating the design cost is done from a written description of what is included in the proposed design. Representative projects can be used as examples. Recommended comparisons are similar University-wide projects.
By using the list of factors that influence costs and making assumptions about the factors relevant to the proposed project, these factors can be compared to those identified in the examples. A cost for each building component factor can be established by adjusting the related cost e. Consult construction counsel and the Guidelines for Donation to properly characterize the donation and determine the best treatment. Skip to Main Content.
Construction Services. Pre-Design Phase Volume 2, Chapter 6 6. Back to top 6. Site analysis includes site selection, geotechnical reports, and review of existing structures. Programming defines the project needs of the user. Programming includes cataloging the spaces and equipment needed, and functional relationships. The construction cost analysis provides a construction budget amount for the capital improvement budget CIB and a cost plan to assist in explaining the budget and in guiding project management.
Value engineering in the pre-design phase scrutinizes the program, site selection, and project budget. Critical geotechnical hazards that need to be identified include: Areas subject to subsidence and liquefaction. The San Joaquin court followed judicial contracting manual requirements and recommended practices for competitive contracts, but it entered into several contracts that we reviewed without competitive bidding and without a written explanation or approval for bypassing the competitive procurement process.
If a court designates a contract as being sole source, the judicial contracting manual recommends that it explain why it could not obtain the goods or services through a competitive procurement. Six of the 12 contracts we reviewed at the San Joaquin court were sole source. The judicial contracting manual has these provisions in place to ensure fairness and to prevent favoritism in contracting.
A type of contract that is generally used for repetitive or high-volume, low-dollar-value purchases and low-risk services. The contract establishes the following:. The text box describes blanket purchase orders. Finally, the two other contracts involved software services that the San Joaquin court asserted only existing vendors could provide. Although the following practices are not required, they are recommended by the State Contracting Manual to ensure that the buyer obtains the best possible price.
The text box lists best practices for determining fair and reasonable pricing as set forth in the State Contracting Manual. For these three contracts, the San Joaquin court claimed that it did not perform a price comparison because the services it required were not available from other vendors. Despite this assertion, the State Contracting Manual describes methods, as shown in the text box, for determining that the pricing was fair and reasonable.
Specifically, for this purchase of multifunction copiers and related software, San Joaquin court did not complete a purchase order with the agreed upon rental term, type, and pricing. By not preparing a purchase order, San Joaquin court risks purchasing goods for purposes that are unclear or undefined. The San Mateo court followed judicial contracting manual requirements and recommended practices for competitive contracts but did not determine whether the price was fair and reasonable for one of the three noncompetitive contracts requiring such a determination that we reviewed at the court.
This instance involved the use of a leveraged procurement agreement. Specifically, when a court is considering whether to use a leveraged procurement agreement, the judicial contracting manual recommends determining whether the pricing is fair and reasonable, because the price under a leveraged procurement agreement might not reflect volume discounts available from the vendor. Thus, the court might obtain better pricing by negotiating directly with the vendor or by performing price comparisons with other vendors.
Without conducting such negotiations, the San Mateo court cannot know if it is getting the best price for goods and services purchased through a leveraged procurement agreement. Finally, for another noncompetitive contract, the San Mateo court did not have adequate reasons for its procurement of the contract without competitive bidding.
However, although possibly implied, nowhere in the contract does it explicitly state that the contractor is providing legal advice or acting in the capacity as an attorney. As a result, it is not apparent that the contract was for legal services. Without clearly explaining in the contract or in the contract file why a contract is exempt from competitive bidding or specifically stating the type of noncompetitive contract, the court runs the risk of entering into contracts that should have been competitively bid.
The Tehama court followed judicial contracting manual requirements and recommended practices for one competitive contract that we selected for review, but it determined the fair and reasonable price for only three of seven noncompetitive contracts that were recommended to have such an evaluation.
Again, as noted previously, the judicial contracting manual recommends determining whether a price is fair and reasonable when entering into some noncompetitive contracts. Depending on the circumstance, the court executive officer explained that the court did not perform price comparisons, comparisons were not possible, or the price comparison was informal on these four contracts.
Further, although the Tehama court explained its use of a noncompetitive procurement for six of the eight noncompetitive contracts we reviewed, the remaining two had no explanation or proper approval.
In response to our inquiry, the court executive officer explained that the court could not procure these services from another vendor. When we asked the court for the purchase order for this service, it could only provide us an accounting entry document, which did not indicate the terms and conditions of the contract or contain approval for the contract.
The superior courts we reviewed should follow the requirements and recommended practices of the Judicial Council and the State to ensure that they obtain the best value for the goods and services purchased through contracts they enter into by doing the following:.
Following proper internal controls over the processing of payments is critical for ensuring that courts use public funds appropriately. When courts make payments without proper approval or without verifying that goods or services were received, it increases the likelihood of improper expenditures, which puts public funds at risk.
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