Uniform Public Construction Cost Accounting UPCCA

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Uniform Public Construction Cost Accounting
(UPCCA)
presented by Kevin Cobb AIA/ARA, the Addington
Partnership William Duncan IV, Taft
College December 2004
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UPCCA is option for public entities

• Reduces restrictions on Public Contract Code
  Procedures
• Has some additional notifications, reporting and
  tracking procedures
• Requires an annual advertisement for Contractors

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Bidding Options

• Public Contract Code Procedures
• RFP, projects 0 to 15,000
• Formal bidding projects 15,000 and up
• Uniform Public Construction Cost Accounting
• RFP, projects 0 to 25,000
• Informal bidding, projects 25,000 to 100,000
• May go up to 110,000 with 4/5 board approval
• Formal bidding, projects 100,000 and up

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Public Contract Code Procedures RFP, projects 0
to 15,000

• Proposal form
• Bid amount
• Prevailing wage certification
• Workers compensation certification
• Non-collusion affidavit
• Sub-contractor listing
• Signature of proposer
• Notice of award form requesting required
  documents.

• Notice to Proposers identifying project, bid
  time/place and contacts.
• Instructions to proposers detailing procedures
  during bidding.
• Insurance, bonds if required
• Prevailing wage requirements
• Site examination
• Taxes

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Public Contract Code ProceduresFormal Bidding
projects 15,000 and up

• Bid proposal form
• Bid amount
• Prevailing wage certification
• Workers compensation certification
• Non-collusion affidavit
• Sub-contractor listing
• Signature of bidder/bid bond
• Notice of award form requesting required
  documents.

• Construction Documents
• Project Manual (specs)
• Plans
• Advertisement to bid
• Instructions to bidders
• Insurance and bonds
• Prevailing wage requirements
• Site examination
• Taxes
• Liquidated damages if any
• License requirements

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Uniform Public ConstructionCost Accounting RFP,
projects 0 to 25,000

• Notice to Proposers identifying project, bid
  time/place and contacts.
• Instructions to proposers detailing procedures
  during bidding.
• Insurance, bonds if required
• Prevailing wage requirements
• Site examination
• Taxes

• Proposal form
• Bid amount
• Prevailing wage certification
• Workers compensation certification
• Non-collusion affidavit
• Sub-contractor listing
• Signature of proposer
• Notice of award form requesting required
  documents.

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Uniform Public ConstructionCost Accounting
Informal projects 25,000 to 100,000

• Bid proposal form
• Bid amount
• Prevailing wage certification
• Workers compensation certification
• Non-collusion affidavit
• Sub-contractor listing
• Signature of bidder/bid bond
• Notice of award form requesting required
  documents.

• Construction Documents
• Project Manual (specs)
• Plans
• Invitation to bid and listing in Trade Journals
• Instructions to bidders
• Insurance and bonds
• Prevailing wage requirements
• Site examination
• Taxes
• Liquidated damages if any
• License requirements

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Uniform Public ConstructionCost Accounting
Formal Bidding projects 100,000 and up

• Bid proposal form
• Bid amount
• Prevailing wage certification
• Workers compensation certification
• Non-collusion affidavit
• Sub-contractor listing
• Signature of bidder/bid bond
• Notice of award form requesting required
  documents.

• Construction Documents
• Project Manual (specs)
• Plans
• Advertisement to bid
• Instructions to bidders
• Insurance and bonds
• Prevailing wage requirements
• Site examination
• Taxes
• Liquidated damages if any
• License requirements

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Uniform Public ConstructionCost Accounting -
Auditing

• Project Based Accounting Required
• Separate Audit for each project
• Funding sources identified for each portion or
  portions of project
• Budget for each portion of project
• Already being done for all campus projects
• Good business practice, regardless!

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Uses of System

• Scheduled Maintenance
• RFP to 25,000 for more small projects to local
  Contractors
• Use informal bidding up to 100,000 for roofing,
  painting, ac paving and other SM work with only
  invitations to bid
• Hazardous Materials
• Works well for small abatement projects
  associated with local work
• Local Projects
• Small renovations and wall relocations work well
  as it allows you to work more smaller local
  contractors/vendors.
• Can save time
• Can shorten total delivery time

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Questions from Contractors

• How do I get on the list?
• Send a letter requesting to be on the informal
  bidder list of bidders.
• How do I get notified about a project coming up?
• You as a college are obligated to notify all
  informal bidders a minimum of 10 days before bids
  are due.

• How is bidding handled?
• Just like normal bidding except the extra
  notification requirement.
• How does this affect MBE/WBE?
• No change, it is still only a census for each
  project that is tabulated on an annual basis.
• Prevailing wage required?
• Just like normal projects

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Client Satisfaction

• Pros
• District can do more work with RFP process up to
  25,000, compared to 15,000 as allowed by PCC
• Informal bidding allows shorter project delivery
  times
• Informal bidding can reduce overall project
  delivery cost

• Cons
• Paperwork of notifying trade journals as well as
  list of Contractors / Bidders on list
• Compiling annual list of bidders
• Notification requirement of trade journals 30
  days prior to bid date on formal projects
• Audit requirements

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Does it work?

• Yes, but
• Be prepared for more paperwork for bidding. The
  need to control the bidding system to allow
  proper notification i.e. trade journals etc.
• You must keep an annual list of contractor and
  cannot control who is on it. You must notify
  every bidder on list that related to a project.

• Yes, but
• Be prepared for questions from contractors asking
  to be on list that you do not like to work with.
  We have found out that most contractors do not
  know about the system and do not hear about your
  projects unless you want them to. This does give
  you some indirect control of who is on your list.

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Summary of Requirements

• Adoption by Board of Trustees
• Annual advertisement for Contractor Contacts
• Trade Journal notifications
• Expenditure audit trail by budget by project

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Questions?