The Executive Director of Facilities and Operations will be responsible for the communication between the Administration and the Board and between the Board and the architect concerning the approval process.

Bidding

As a public institution, the College follows a carefully prescribed bidding procedure. Prior to the issuance of bid documents, ads are placed in the following publications:

Construction Association of Michigan
Macomb Daily

The construction manager will prepare a bid invitation list and send out a communication describing the project, when and where the bids will be received, where plans are available, insurance requirements, and Equal Employment Opportunity requirements that are applicable. Every effort will be made to solicit the widest range of bids so that the best possible prices are received.

The bid opening meeting will be public and bids will be opened by a representative of the College. Following the public bid opening meeting, a bid tabulation will be made and a thorough review of the bids conducted by the Administration and architect. After the review of the bid package, the Administration’s recommendation will be forwarded to the Board of Trustees for action.

Procedures Relating to Contratct Changes

Although thorough planning is essential to a successful building program, it is inevitable that it will be necessary to have changes in construction contracts. Following are the general procedures that the Administration is recommending for changes in the building program that occur during the construction phase.

Change Order Requests

In the event a change to a contract is desired or is required, a “Change Order Request” shall be initiated by the person interested or responsible for the change.

The requested changes will be described in detail including the cost of the change. If the cost is not known, assistance can be obtained from the Executive Director of Facilities and Operations. If it is an extensive change, it may be necessary to have a bulletin issued by the architect. The “Change Order Request” must be signed by the initiator and approved by the appropriate Vice President. The completed “Change Order Request” shall be submitted to the Executive Director of Facilities and Operations for further action. In accordance with Board approval guidelines, the Executive Director of Facilities and Operations will approve change orders that do not exceed $35,000.

Contract Change Order

In the event of a request for a major change in the scope of the work exceeding $35,000 to be performed, the Executive Director of Facilities and Operations will request the architect to prepare the necessary bulletins, drawings, and specifications to cost out the requested change. If it is decided that the requested change would be in the best interest of the College, the Contract Change Order will be submitted to the Board of Trustees for their consideration. If the Board of Trustees should approve the change, the Executive Director of Facilities and Operations will be authorized to execute the necessary documents to proceed with the Contract Change Order.

Extraordinary Conditions

During a major construction project, it is conceivable that a serious condition could develop that would cause immediate action on the part of the Administration in order to keep the project on schedule and prevent a very costly delay. If such a condition should develop, a thorough investigation and recommendation of the architect and/or construction manager will be obtained. If action or decision is considered necessary before the next scheduled Board of Trustee meeting, the Vice President for Business in consultation with the President may approve a change order in excess of the $35,000 and make notification to the Board of Trustees at their next regularly scheduled meeting.

Budget Guidelines

The Administration will not initiate any change order or field order that will cause the building project to exceed its budget without approval of the Board of Trustees.

Administrative Duties for the Building Program:

President 

The President is responsible for reviewing the recommendations of the Administration and forwarding the final recommendations to the Board of Trustees for approval.

Vice President for Business

The Vice President for Business will review approved change orders. In addition, will represent the Executive Director of Facilities and Operations in his/her absence.

Executive Director for Facilities and Operations

Overall responsibility for the building program, including serving as the College’s liaison between the architect and contractors, as well as budgetary responsibility. Responsibilities include the approval of field orders and change orders, during construction, that are within the approved Board of Trustee’s guidelines.

Area Vice President

Responsible for the approval of the educational specifications of the facilities. After this approval is granted, recommendations shall be forwarded to the Executive Director of Facilities and Operations.

Project Coordinator 

Will serve as the designee of the Vice President and act as liaison for the user area with the Executive Director of Facilities and Operations and professional consultants.

The dollar limitation of this policy shall be adjusted annually using the United States Consumer Price Index for all urban consumers. The change from year to year will be measured by the change in the annual average as reported by the State Treasurer.