Procurement of Contracting Services and Construction in MOHCD Capital Projects

This document outlines the process and steps involved in the procurement of contracting services and construction in the Mayor's Office of Housing and Community Development (MOHCD) Capital Projects in the City and County of San Francisco. It covers phases like requesting plan approval, preparing bid materials, and providing instructions to bidders, highlighting the important procedures and team members involved in the process.

• Procurement
• Construction
• MOHCD
• Capital Projects
• San Francisco

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1. Mayors Office of Housing and Community Development Capital Program Caring for Your Building Part 2 Procurement of Contracting Services and Construction CITY AND COUNTY OF SAN FRANCISCO MAYOR LONDON N. BREED October, 2021

2. MOHCD Capital Project Procedures Steps in MOHCD Capital Project Process Part 2 Procurement of Contracting Services and Construction Capital Team Members John Harris Manager, Capital Projects Program Stephen Ford Senior Project Manager Angie Lee Project Manager M A Y O R S O F F I C E O F H O U S I N G A N D C O M M U N I T Y D E V E L O P M E N T 2

3. MOHCD Capital Project Procedures Steps in MOHCD Capital Project Process Part 2 Procurement of Contracting Services and Construction 1. Phase I (MOH-1 Request for Plans Approval) Schematic Drawing Cost Estimate Approval (MOHCD) Contact Mayor s Office of Disability (MOD) if Necessary M A Y O R S O F F I C E O F H O U S I N G A N D C O M M U N I T Y D E V E L O P M E N T 3

4. MOHCD Capital Project Procedures Steps in MOHCD Capital Project Process Part 2 Procurement of Contracting Services and Construction 2. Phase 2 - Preparation of Bid Materials MOH-1 Request for Plans Approval MOH-2 Notice of Intent to Solicit Bids (To Request Prevailing Wage from Office of Labor Standards and Enforcement) Cost Estimate (Final) Mayor s Office of Disability (MOD) Clearance if Required by Scope of Work Completed Drawings/Specifications and Bid Manual Including MOHCD Forms M A Y O R S O F F I C E O F H O U S I N G A N D C O M M U N I T Y D E V E L O P M E N T 4

5. MOHCD Capital Project Procedures Steps in MOHCD Capital Project Process Part 2 Procurement of Contracting Services and Construction Phase 2 - Preparation of Bid Materials (cont.) Capital Implementation Manual (CIM) MOHCD Forms MOH-3-Public Notice of Invitation to Bid MOH-4 Project Manual checklist (MOHCD only) MOH-5 Cover letter to Bidders MOH-6 Instructions to Bidders M A Y O R S O F F I C E O F H O U S I N G A N D C O M M U N I T Y D E V E L O P M E N T 5

6. MOHCD Capital Project Procedures Steps in MOHCD Capital Project Process Part 2 Procurement of Contracting Services and Construction Phase 2 - Preparation of Bid Materials (cont.) Capital Implementation Manual (CIM) MOHCD Forms MOH-7 Bid Form MOH-8 Subcontractor s Form MOH-9 Contractor s Requirements M A Y O R S O F F I C E O F H O U S I N G A N D C O M M U N I T Y D E V E L O P M E N T 6

7. MOHCD Capital Project Procedures Steps in MOHCD Capital Project Process Part 2 Procurement of Contracting Services and Construction Phase 2 - Preparation of Bid Materials (cont.) Capital Implementation Manual (CIM) Forms MOH-10 AIA 105-2017 Sample Contract (Under $150,000) MOH-10 AIA 201-2017 Sample Contract ($150,000 to $599,999) MOH-10 AIA 101-2017 Sample Contract ($600,000 ) MOH-11 Instructions for Preparing Owner-Contractor Agreement M A Y O R S O F F I C E O F H O U S I N G A N D C O M M U N I T Y D E V E L O P M E N T 7

8. MOHCD Capital Project Procedures Steps in MOHCD Capital Project Process Part 2 Procurement of Contracting Services and Construction Phase 2 - Preparation of Bid Materials (cont.) Wage Decisions Federal / State Federal Provisions for Affirmative Action and Equal Opportunity M A Y O R S O F F I C E O F H O U S I N G A N D C O M M U N I T Y D E V E L O P M E N T 8

9. MOHCD Capital Project Procedures Steps in MOHCD Capital Project Process Part 2 Procurement of Contracting Services and Construction Phase 2 (cont.) Federal Labor Standards Provisions California State Labor Standards Provisions Notice to CA Contractors of Annual Fee and Registration Requirements of the CA Dept. of Industrial Relations, CA Law SB 854 Labor Standards Fact Sheet (S. F. Office of Labor Standards Enforcement) For Federally or Non Federally-Funded Projects M A Y O R S O F F I C E O F H O U S I N G A N D C O M M U N I T Y D E V E L O P M E N T 9

10. MOHCD Capital Project Procedures Steps in MOHCD Capital Project Process Part 2 Procurement of Contracting Services and Construction 3. PROCURMENT PROCESS Up to $10,000 Soft, Informal Solicitation MOHCD Capital staff does not have to approve bid materials given to potential contractors Prevailing wage required for projects greater than $1,000 Supplementary General Conditions/Required Subcontracting Provisions $10,001 - $249,999 Informal Solicitation (Two week public posting period on City Bid Opportunities Website) Capital Staff must approve materials to be posted M A Y O R S O F F I C E O F H O U S I N G A N D C O M M U N I T Y D E V E L O P M E N T 10

11. MOHCD Capital Project Procedures Steps in MOHCD Capital Project Process Part 2 Procurement of Contracting Services and Construction PROCURMENT PROCESS (cont.) $250,000 and above. Formal Public Advertisement (3 4 weeks public posting period) Capital Staff must approve materials to be published in Newspaper and posted on City Bid Opportunities Website M A Y O R S O F F I C E O F H O U S I N G A N D C O M M U N I T Y D E V E L O P M E N T 11

12. MOHCD Capital Project Procedures Steps in MOHCD Capital Project Process Part 2 Procurement of Contracting Services and Construction PROCUREMENT PROCESS (cont.) Grantee creates and submits a Google, Drop Box or other shared, electronic folder to MOHCD containing all bid manual materials to be posted/advertised on City s Bid Opportunities webpage https://sfcitypartner.sfgov.org MOHCD Capital Staff posts shared electronic folder on City s Bid Opportunities webpage for a specified time period M A Y O R S O F F I C E O F H O U S I N G A N D C O M M U N I T Y D E V E L O P M E N T 12

13. MOHCD Capital Project Procedures Steps in MOHCD Capital Project Process Part 2 Procurement of Contracting Services and Construction 4. POST PROCUREMENT PROCESS BID REVIEW (Agency/Architect) Lowest Qualified Bidder Selected Cost Reasonableness Review (Federally funded projects only) M A Y O R S O F F I C E O F H O U S I N G A N D C O M M U N I T Y D E V E L O P M E N T 13

14. MOHCD Capital Project Procedures Steps in MOHCD Capital Project Process Part 2 Procurement of Contracting Services and Construction POST PROCURMENT PROCESS (cont.) BID REVIEW (cont.) MOH-12 Bid Tabulation Sheet MOH-13 Notification of Apparent low Bidder MOH-17 Good Faith Tracking Sheet (Lists Contractors Contacted) M A Y O R S O F F I C E O F H O U S I N G A N D C O M M U N I T Y D E V E L O P M E N T 14

15. MOHCD Capital Project Procedures Steps in MOHCD Capital Project Process Part 2 Procurement of Contracting Services and Construction POST PROCUREMENT PROCESS (cont.) Preconstruction Conference (With Selected Contractor and Office of Labor Standards Enforcement) Agency and Contractor Prepare and Sign a Contract MOH-14 Request for Contract Approval M A Y O R S O F F I C E O F H O U S I N G A N D C O M M U N I T Y D E V E L O P M E N T 15

16. MOHCD Capital Project Procedures Steps in MOHCD Capital Project Process Part 2 Procurement of Contracting Services and Construction POST PROCUREMENT PROCESS (cont.) Contract Approved by MOHCD Capital Staff Contractor Completes Questionnaire for Wage Reporting in LPCTracker Agency Provides Notice To Proceed to Contractor Work Begins M A Y O R S O F F I C E O F H O U S I N G A N D C O M M U N I T Y D E V E L O P M E N T 16

17. MOHCD Capital Project Procedures Steps in MOHCD Capital Project Process Part 2 Procurement of Contracting Services and Construction 5. CONSTRUCTION PAYMENT PROCESS AND PROJECT CLOSEOUT MOH-15 Request for Payment with Invoice(s) (Incremental payments made until work is completed) MOHCD verifies reported payroll with Office of Labor Standards Enforcement staff Approval to Enter Payment Request into Grant Management System (GMS) Work Completed Final Invoice with MOH-15 Form M A Y O R S O F F I C E O F H O U S I N G A N D C O M M U N I T Y D E V E L O P M E N T 17

18. MOHCD Capital Project Procedures Steps in MOHCD Capital Project Process Part 2 Procurement of Contracting Services and Construction CONSTRUCTION PAYMENT PROCESS AND PROJECT CLOSEOUT (cont.) MOH-16 Certification of Work and Contract Completion MOH-18 Demographic Information Sheet (Completed and submitted to MOHCD Capital staff for tenure tracking purposes) Tenure Period Will Begin With Release of Final Payment Annual Reporting Will Be Required M A Y O R S O F F I C E O F H O U S I N G A N D C O M M U N I T Y D E V E L O P M E N T 18

19. MOHCD Capital Project Procedures Steps in MOHCD Capital Project Process Part 2 Procurement of Contracting Services and Construction Search Path to Find SF Mayor s Office of Housing and Community Development Capital Project Information San Francisco Mayor s Office of Housing and Community Development (Located at) https://sf.gov/departments/mayors-office-housing-and-community- development Resources Community Development Grantees Capital Project Information M A Y O R S O F F I C E O F H O U S I N G A N D C O M M U N I T Y D E V E L O P M E N T 19