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Selection and Procurement of Professional Services

Construction Services will assist with the selection of appropriate Architectural/Engineering (A/E) services for a specific project. WVU uses competitive solicitations, also know as Request For Proposals (RFP), to obtain professional services. The RFP process typically includes a public advertisement, submission of written proposals, and oral interviews with qualified firms. RFPs are issued through WVU Procurement Services.

WVU also has a number of firms on “Open-End” contracts to procure professional services. These contracts have a maximum contract limit of $500,000 per project.

Design Phase Services

During the design phase, Construction Services represents the overall interests of WVU and acts as a liaison between stakeholders and design professionals. Construction Services will ensure the design meets the program of requirements, including overall scope, schedule, and budget.

Throughout the course of the design phase, Construction Services will coordinate and arrange design review meetings to gather input from all stakeholders. Typically, design reviews are held at the end of the Schematic Design (SD), Design Development (DD) and 90% Construction Documents (CD).

Hazardous Materials and Environmental Services

During the design process, Construction Services will evaluate if a project requires specialized services to address hazardous materials and environmental issues. Such services include:

  • Hazardous Materials surveys (including Asbestos and Lead)
  • Site investigation
  • Identify and quantify materials
  • Abatement design and monitoring
Geotechnical and Materials Testing Services

Construction Services will assist in the selection and procurement of appropriate Geotechnical and Materials Testing Services. Such services include:

  • Geotechnical investigations, evaluations, and recommendations
  • Subsurface soil borings and testing
  • Site surveys
  • Material testing during construction
Budget Tracking and Cost Control

During each phase of a project, Construction Services evaluates the project budget and costs associated with design and construction. The total project budget may include: surveying, geotechnical soils investigation, A/E design fees, hazardous materials abatement, construction, concrete and compaction tests, any specialized testing or certifications required for equipment, HVAC testing and balancing, commissioning of mechanical systems, furniture and fixtures, and move-in costs.

Management of changes to the project is critical to maintaining the project budget. Changes to the cost are generally identified as; errors and omissions in the design, unforeseen conditions, and changes to the project scope. After a purchase order has been issued, Construction Services reviews all changes and processes them through Procurement Services.

Bidding and Procurement Construction Contracts

Construction Services works with WVU Procurement Services to issue contracts for all capital improvement projects. Selecting the appropriate project delivery method and contracting mechanism is a critical aspect of a capital improvement project.

WVU also has a Task Order contract mechanism that can be used for projects up to $250,000. Outside of the Open-End contract mechanism, contracts over $25,000 must be publicly bid through a competitive process.

Scheduling and Coordination

Project schedules are developed with stakeholder input to facilitate their requirements. These schedules typically include; A/E design, State Fire Marshal’s review, bidding, construction, move-in, and close out. It is important to identify any ‘special’ requirements or restrictions to the schedule prior to awarding the project.

During construction there are a number of circumstances that can adversely impact the project schedule. Design & Construction Services reviews potential claims for time extension in order to determine if they are merited.

Construction Administration
During the construction phase of a project, Construction Services works with the architect, contractor, and users to insure that projects are administered and documented for future reference. This includes the processing of Construction Change Directives, Construction Change Orders, and Applications of Payment. Construction Progress meetings are held on a regular basis to review progress and resolve any issues that may arise. Copies of all meeting minutes, submittals, requests for information, and field reports are also compiled.
Field Inspection and Quality Control A Capital Project Inspector is typically assigned to each major project to monitor construction quality, progress and assist with any owner coordination issues. The inspector will review materials, equipment, and on-site construction to assure that the work is performed in compliance with the design requirements. Any discrepancies in materials or workmanship are described in a written report to the Project Manager and architect. The Project Inspector also monitors construction progress and records any delays due to weather or other unforeseen circumstances for use in assessing potential requests to extend the construction schedule.