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Policies and Procedures

Finance & Administration

4-OP-B-11-A Advertisements for Architect/Engineer and Construction Manger Services and Calls for Bid

Responsible Division: Finance and Administration
Approving Official: Vice President for Finance and Administration
Effective Date: January 1, 2014
Last Revision Date: Unrevised at this time.
   

SPECIFIC AUTHORITY

Sections 255.0525, 1001.74(28), 1013.46, F. S.

OBJECTIVE

To describe procedures for advertising for Architect/Engineer and Construction Manager Services and for Calls for Bids.

OVERVIEW

This document describes the submission of construction project advertisements to the Florida Administrative Weekly, including format, time lines, content, etc.

A. FLORIDA ADMINISTRATIVE WEEKLY (FAW)

Advertisements for architect/engineer (A/E) services, construction manager services and Calls for Bids must be placed in the FAW. The FAW is published every Friday by the Department of State. The address is http://faw.dos.state.fl.us/. The FAW has developed guidelines for submittal of advertisements. The Facilities Design and Construction Office (FDC) will coordinate with the FAW staff to ensure that the most current guidelines are being followed.

B. FAW DEADLINE

A request for advertisement must arrive at the FAW office according to the schedule established by the FAW.

C. ADVERTISEMENT FOR A/E SERVICES

Prior to placing the advertisement, the FDC ensures the following:

  1. that the project Capital Outlay Implementation Plan (COIP) is current and approved and FDC has ensured that funds will be available, 
  2. that an encumbrance authorization for professional fees has been requested from the Division of Colleges and Universities (DCU) or the Department of Education, as applicable, 
  3. that the facilities program has been approved by the President or designee,
  4. that the project manager has determined the applicability of the "Design Ability" selection category and
  5. that the project manager has approved the Project Fact Sheet.

D. A/E ADVERTISEMENT FORMAT

The format for a major project A/E advertisement, a "Notice to Professional Consultants," is included in the forms section and the format for a Campus Service A/E advertisement is included in the forms section.

  1. Project title
    The project title shown in the advertisement must be consistent with the title on the COIP.
  2. "Design Ability"
    For projects for which "Design Ability" is not applicable as a selection category, the advertisement should so state.
  3. Professional liability insurance
    The advertisement should include a requirement for professional liability insurance, as follows:
    Projects < $1,000,000   --   no coverage required
    Projects $1,000,000 to $4,999,999   --   $250,000 required
    Projects $5,000,000 to $9,999,999   --   $500,000 required
    Projects $10,000,000 and up   --   $1,000,000
    Projects > $15,000,000 and special risk projects   --   limits set individually
  4. Date set for submittals
    The date set for submittals must be at least 28 days after the publication date of the FAW.

E. DISTRIBUTION OF ADVERTISEMENTS FOR A/E SERVICES

The advertisement for A/E services is submitted to the FAW electronically.

F. PLACEMENT OF CALLS FOR BIDS

Prior to placing a Call for Bids for general contractors, the University ensures the following:

  1. that the current, approved project COIP provides for the maximum pre-bid construction budget and FDC has ensured that funds will be available, 
  2. that an encumbrance authorization for construction has been requested from the DCU or Department of Education, as applicable, 
  3. that the 100% construction documents have been submitted to the University Building Code Administrator and the State Fire Marshal for approval (if time permits, it is recommended that these approvals be secured prior to placement of the Call for Bids) and 
  4. that the project manager has approved the 100% construction documents.

G. CALL FOR BIDS FORMAT

The format for a Call for Bids is included in the forms section.

  1. Project title
  2. The project title shown in the advertisement must be consistent with the title on the COIP. 
  3. Advertisement language
  4. The language in the advertisement must be consistent with the call for bids published in the project specifications. 
  5. Bid date

In accordance with Section 255.0525, F.S., for projects projected to cost more than $200,000, an advertisement must be placed in the FAW at least twenty-one (21) days prior to the established bid opening date. For projects projected to cost more than $500,000, an advertisement must be placed in the FAW at least thirty (30) days prior to the established bid opening date and at least once in a newspaper of general circulation in the county where the project is located at least thirty (30) days prior to the established bid opening and at least five (5) days prior to any scheduled pre-bid conference.

H. DISTRIBUTION OF CALL FOR BIDS

The Call for Bids is submitted electronically to the FAW.

I. ADVERTISEMENTS FOR CONSTRUCTION MANAGER SERVICES

Prior to placing the advertisement, the university ensures the following:

1. that the current, approved project COIP includes a line for construction manager fees, 

2. that an encumbrance authorization for construction manager fees has been requested and 

3. that the Selection Committee has approved any additional questions to be added to the standard Construction Manager Qualifications Supplement form.

J. CONSTRUCTION MANAGER ADVERTISEMENT FORMAT

The format for a construction manager advertisement, a "Notice to Construction Managers," is included in the forms section.

Project title

The project title shown in the advertisement must be consistent with the title on the COIP. 

Date set for submittals

The date set for submittals must be at least twenty-eight (28) days after the publication date of the FAW.

K. DISTRIBUTION OF ADVERTISEMENTS FOR CONSTRUCTION MANAGER SERVICES

The advertisement for construction manager services is submitted electronically to the FAW.

L. POSTING OF ADVERTISEMENTS

Simultaneous with publication in the FAW, all advertisements are posted on the FDC web site at http://www.facilities.fsu.edu/FDC.

FORMS

  • Notice to Professional Consultants
  • Notice to Professional Consultants (campus service)
  • Call for Bids
  • Notice to Construction Managers