Applies to WSI RFS (Over and Under 50K) Data Field Completion Requirements

Transcription

1 Applies to WSI RFS (Over and Under 50K) Data Field Completion Requirements Page 1 of 7

2 RFS Data Fields Original RFS 1 RFS CPJ# To be completed by SSBC when approving. These types of projects include the over $50K, Out of Scope, MAM and MOE. Supplemental RFS 2 WSI Project 3 Agreement BCGV# will be recorded in this field when the client is approving an out source project. These types of projects are the under $50K with no space change. BCGV# To be completed by WSI when requesting approval. Must match the building, lease and client in the building where the work is being completed or where the client is moving to. This is the client that is responsible for any costs or that the costs have been appropriated from. 4 Building The Agreement will be completed by WSI when the RFS is being sent to the client for approval (under $50K), when the RFS is being sent to SSBC for approval the agreement number will be provided with the CPJ by SSBC when the signed RFS is returned to WSI to proceed. Where the work is being completed or where the client is moving to. 5 Lease Where the work is being completed or where the client is moving to. 6 Type of MAM, MOE, RCMP 310, Tenant Services Service 7 Project Project Name with brief description of Description 8 Location of Service Should match the agreement lookup table, if not WSI should communicate with SSBC to ensure the proper civic address is being used. SSBC will make corrections as required, which will be reflected in the next version of the agreement lookup table. 9 Client * Ministry (Forests, Lands and Natural Resource Operations) or Parent Organization (Provincial Health Services Authority) that is responsible for any costs or that the costs have been appropriated from. 10 Branch ** Branch (Ministry Operations) or Organization (Emergency and Health Services Commission) that is responsible for any costs or that the costs have been appropriated from. 11 Client Contact The individual that WSI sends the RFS to for obtaining approval. 12 Implementer The individual from WSI that is implementing the work. 13 Customer Not Applicable Not Applicable Page 2 of 7

3 14 Scope of Work Required 15 Approved by Customer Signing Authority 16 Work will be Substantially Completed by: Should: - provide enough information to substantiate the dollar value 1 - document what services or tasks will be provided - document how a problem will be rectified - be written with an understanding that the audience may not be familiar with the project - summarize a conversation - include types of materials to be used and quantities - include details such as whole or partial / what is in what is out of scope - document any special circumstances - detail the reason for a decrease in the RFS value - detail (P27) P02 *** Disbursements Generally travel costs for projects over $50K and more than 100km each way. - detail P24 **** Hands on Design Consulting Work Work undertaken by a DPS PM at an hourly rate instead of through the MSA percentage fee rates. - detail (P30) ***** P33 Hands on Labour Work that could be undertaken by a technician/contractor but will be delivered by WSI instead. The individual(s) that has the spending authority for the work being completed, not necessarily the same person as the client contact. Actual Substantial Completion Date as defined by the 1997 BC Builder s Lien Act: For the purposes of the Act, a head contract, contract or subcontract is substantially performed if the work to be done under that contract is capable of completion or correction at a cost of not more than: 3% of the first $500,000 of the contract price 2% of the next $500,000 of the contract price, and 1% of the balance of the contract price. For the purpose of this Act, an improvement is completed if the improvement or a substantial part of it is ready for use or is being used for the purpose intended. Substantial completion means that the work is complete to the extent it can be occupied or used for its intended purpose in accordance with contract and/or regulatory requirements. That cannot be accomplished without a certificate of occupancy. Warranty period in respect to the Project will commence upon the date of Substantial Completion. Should document the changes made to the details on the previous RFS and: - include the value of the previous RFS s - detail the specific reason(s) why the substantial completion date has been changed 1 For Example: A RFS to improve the front entry concrete for $10,000 begs a number of questions. Will the concrete be replaced or repaired, does the work include stairs or planters, what is the approximate area that needs improvement. The inclusion of the additional information will substantiate the dollar value. Changes to Interface Data Some of the information recorded on the RFS is pertinent to the data transfers between WSI and SSBC. Any changes to these fields in a project that has been implemented must first be brought to the attention of the Interface Team within Facilities Contract Management Branch, prior to requesting a change from WSI. This team will be able to determine the best course of action for each situation and ensure the solution is implemented in a timely manner. The pertinent fields are: Field 1 RFS (CPJ) Field 3 Agreement Field 4 Building Page 3 of 7

4 @RealBC Space Use Agreement *- Client **- Branch WSI Agreement Look Up Table Page 4 of 7

5 WSI PM Labour and Fee should always be reviewed prior to approving a RFS Page 5 of 7

6 Project Proposal Challenging P Codes **** P01 (P24) Hands on Design/Consulting Work This is for work undertaken by a DPS PM and at an hourly rate instead of through the MSA percentage fee rates. This would be for preparing a furniture plan in-house instead of using an outside consultant. *** P02 (P27) Disbursements Projects Greater than $50K o Includes travel costs (meals, accommodation and vehicles) when: an overnight stay is required due to extenuating circumstances. actual vehicle expenses are incurred because a project site is more than 200km return trip from a WSI Office. the WSI PM is asked to ensure they allow for travel expenses in their budgets on any project they are delivering that is more than 100km each way. Projects Less than $50K o Excludes travel costs (meals, accommodation and vehicles) as they are incorporated under the O&M management fee. o WSI may make a request for SSBC to consider reimbursement on a project by project basis. P26 Contingency Fees To allow for uncertainties or specific alternative scenarios in the project budget estimate. Typically applied as an overall % portion of the budget and is set according to project risk. Includes: planning and estimating errors and omissions, unforeseen increases in costs, design developments and variations in market and environmental conditions. Excludes: scope creep or major scope changes, extraordinary events such as natural disasters and strikes. ***** P33 (P30) Hands on Labour This is work that could be undertaken by a technician/contractor but will be delivered by WSI instead. It is sometimes more efficient for WSI to undertake some small works directly instead of hiring an outside contractor and WSI charges this time back hourly. Excessive time requirements are also be captured under this code. P99 Project Management Fee Under $50k not fee eligible (unless a phased portion of a project or a single project requires multiple RFS and the work is being delivered by a DPS PM) Over $50K - 7.5% on the first $500K and 3.5% for the remaining project costs above $500K. Other Terms and Conditions Out of Scope Projects The building or lease where the work is being completed or where the client is moving to is not active in system. WSI should use the dummy building (the correct building number must be used if it is the lease that is not active) and agreement numbers in RealProject2. SSBC should with the pertinent information (building, lease or land numbers) as they become available. Each time the CPJ is updated with Building and Lease information the Interface Team within FCMB must be notified so that data coming from WSI can be mapped to A project where there is no agreement number because the proposed use agreement has not been pushed through to a space use agreement is not an out of scope project. In these cases a draft use agreement should be created to allow WSI access to the agreement number. Non Contract Specific Projects There is no intention for the building where the work is being completed to become a part of SSBC s inventory, as in the case with MLA Offices. The Interface Team within FCMB will review other proposed Non Contract Specific Projects on a case by case basis. WSI should use the dummy building and agreement numbers in RealProject2. Page 6 of 7

7 Dummy Building and Agreement s Region Building Agreement BC 01 and FMZ 511 and BC 02 and FMZ 521 and BC 03 and FMZ 530 and Requirement for Multiple RFS s There is a requirement for more than one RFS in a single project when: there are multiple funding sources capital, expense, multiple clients there are multiple buildings, leases or lands (or any combination) including work being completed in a complex WSI will establish parent/child RFS s when multiple RFS s are required. The CSAT, Inspection and Acceptance and reporting information will be attached to the Parent RFS, the Child(ren) RFS will have individual budgeting information. Each RFS must document the parent/child relationship. In cases where multiple RFS for a single project total an estimate of more than $500K, acknowledgement of the fee schedule breakdown (7.5% on first $500K, 3.5% on remainder) must be identified on each of the RFS. Page 7 of 7