Planning · Design · Construction Working at VUMC

 

PDC Working with a Design Professional at VUMC

 

Forms of Agreement / Contracts 

Planning · Design · Construction collaborates with architects, engineers and other professionals for the design of its capital projects by using the following agreements with VUMC:

  • AIA Document B101 (most current version of a Standard Form of Agreement Between Owner and Architect)
  • Letter of Agreement for Architects/Consultants (a supplementary document specific to a capital project and complementary to the AIA B101)
  • Change in Services Agreement for Architects/Consultants (also a supplementary document specific to a capital project and complementary to the AIA B101)

 

Architectural Standard B101-2007 CSA 3.27.2020 (PDC CURRENT)

Architectural Standard B101-2007 LOA5.30.18(CURRENT) Revised PDC3

PDC VUMC Conflict of Interest 

 

VUMC Design Standards 

Planning · Design · Construction design standards are intended to be used as a set of guidelines during the design and construction of a capital project. These standards are updated periodically to include new systems, methods, and materials preferred by VUMC for refurbishments, renovations and new construction throughout the medical campus. 

PDC VUMC Basic Signage Package Standard 

PDC VUMC MEP Design and Construction Standards rev 2018-01

 

Room numbering responsibilities fall under Space Management. All vendors and contractors needing numbering information and internal staff needing approvals for re-numbering are required to send the requests to Greg Rhinehart or Melissa Smith.  

 

PDC VUMC Room Numbering Standards

 

VUMC Templates 

Planning · Design · Construction design-based templates are intended to be used as a resource by architects, engineers and other professionals during the design process for a capital project. These documents are updated periodically and are preferred by VUMC for managing and communicating critical tasks, milestones and associated deliverables with the team during each project phase.

 

PDC Meeting Agenda Template- expanded 

PDC Meeting Minutes Template

PDC Meeting Request Form

PDC Memo Template 

PDC OWL Release Form

PDC Project Directory Template 

 

Bidding and Negotiation 

During the bid, negotiation, and award process, Planning · Design · Construction engages the A/E to participate and collaborate with VUMC in the preparation of bid solicitations, coordinating a pre-bid conference and site visits, help answer questions regarding the contract documents, review and evaluate bids, analyze construction cost estimates and recommend award. The documents referenced below are intended to be used as a resource and help manage this process for each capital project.

 

PDC Bid Analysis Template - rev 2019-06

PDC Solicitation for Bids - rev 2019-06

 

Close Out Process 

Upon completion of a project, Planning · Design · Construction requires that the A/E review and deliver a complete closeout package to VUMC prior to execution of a final A/E invoice and final payment to the contractor/construction manager. Referenced below is a list of guidelines and deliverables intended to be included in the closeout package. They are as follows:

  • As-Build Drawings
  • CAD Files
  • Record Documents
  • Operations and Maintenance Manual

These guidelines and/or deliverables are updated periodically and are preferred by VUMC for Final Completion of all capital projects throughout the medical campus. 

 

PDC Closeout Procedure- AE

PDC Working with a CM/Contactor at VUMC

 

Forms and Agreements 

Planning · Design · Construction collaborates with contractors/construction managers for construction of its capital projects by using the following agreements with VUMC:

  • AIA Document A102 (most current version of a Standard Form of Agreement Between Owner and Contractor – Cost of Work Plus a Fee with GMP)
  • AIA Document A201 (most current version of General Conditions of the Contract for Construction)
  • Letter of Agreement for Construction Services (a supplementary document specific to a capital project and complementary to the AIA A102 and A201)

PDC Contractor Standard A-102 2007 LOA (greater than $100K) REV 1.9.2020

PDC Contractor Standard A-102 2007 LOA (less than $100K) REV 1.9.2020

PDC Exhibit A- Approval Letter

PDC Exhibit A- Approval Letter Log

PDC Exhibit B- Percentage Markup and Procedures Applicable to Work 

PDC Exhibit C- Lien Waver

PDC Exhibit D- LOA Additional Requirements 

PDC VUMC Conflict of Interest 

 

VUMC Contractor Templates 

Planning · Design · Construction construction-based templates are intended to be used as a resource by contractors and/or construction managers during the construction process for a capital project. These documents are updated periodically and are preferred by VUMC for managing and communicating critical tasks, milestones and associated deliverables with the team during the project phase.

PDC Action Item Agenda Template 

PDC Meeting Agenda Template- expanded

PDC Meeting Agenda Template- standard 

PDC Meeting Minutes Template

PDC Meeting Request Form

PDC Value Engineering Template 

 

Design Standards 

Planning · Design · Construction design standards are intended to be used as a set of guidelines during the design and construction of a capital project. These standards are updated periodically to include new systems, methods, and materials preferred by VUMC for refurbishments, renovations and new construction throughout the medical campus. 

 

PDC VUMC MEP Design and Construction Standards rev 2018-01

 

Bidding and Negotiation 

During the bid, negotiation, and award process, Planning · Design · Construction engages the A/E to participate and collaborate with VUMC to recommend award of a successful bidder. Upon award, the VUMC contract shall be executed with the successful bidder (whom is the most responsive and responsible bidder). The single prime contractor and/or construction manager will be responsible for managing, coordinating and purchasing all materials required to complete construction and achieve building occupancy per the contract documents.

 

PDC Bid Analysis Template - rev 2019- 06

 

Close Out Process 

Upon completion of a project, Planning · Design · Construction requires that the A/E review and deliver a complete closeout package to VUMC prior to execution of a final A/E invoice and final payment to the contractor/construction manager. Referenced below is a list of guidelines and deliverables intended to be included in the closeout package. They are as follows:

  • As-Build Drawings
  • CAD Files
  • Record Documents
  • Operations and Maintenance Manual

These guidelines and/or deliverables are updated periodically and are preferred by VUMC for Final Completion of all capital projects throughout the medical campus. 

PDC Closeout Procedures- CM

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