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Facilities Management

Contract administration

UVic primarily uses two contract types: the CCDC 2 2020 and the UVic Purchase Order. For both types, UVic Purchasing Services (PURC) is the tendering authority. PURC opens the tenders using UVic's electronic portal website Bonfire. After the tender closing time/date, the consultant team can access and download the electronic bid submissions from Bonfire.

CCDC 2 2020

For CCDC 2 2020 contracts, UVic provides our own:

  • contract cover
  • supplementary general conditions
  • instructions to bidders
  • stipulated price bid form

The consultant team must provide drawings and specifications appropriate to the work required. You must prepare the contract documents for posting on BC Bid following our drawing and documentation standards.

Purchase Order

For Purchase Order contracts, UVic provides our own request for quote (RFQ)/request for tender (RFT). This includes instructions and general conditions.

The consultant team must provide drawings and specifications appropriate to the work required. You must follow our drawing and documentation standards. PURC will collate the contract documents for posting on BC Bid.

The consultant team will provide the following services:

  • Assist with the issue of tender documents
  • Prepare and coordinate addenda as applicable
  • Attend site tours as required and prepare resultant addenda information
  • Bid analysis and recommendation
  • Carry out and coordinate the general and field review of the construction work
  • Consultation on problems arising during construction
  • Interpret the requirements of the construction documents
  • Inform UVic on the progress and quality of the work
  • Reject work which does not conform to the construction documents
  • Prepare change orders for UVic’s approval and signature
  • Preparation of deficiency lists by all disciplines, and monitor and site confirm the contractor’s completion of corrections
  • Prepare and coordinate all letters of assurance
  • Determine and certify the date of substantial performance of the work
  • Receive and review for completeness all written warranties, completed O & M manuals and contractor’s as-built drawings
  • Act as payment certifier for the purposes of the Builders Lien Act
  • Coordinate issues with contractor during the warranty period
  • Carry out field reviews to ensure required performance is demonstrated
  • Coordinate and participate in the 1 year post construction walk through

Change order processing

CCDC 2 2020 and Purchase Order contracts use the same process for change orders. Consultants must use the UVic Change Order template. 

When a contemplated change notice (CCN) is approved, the prime consultant will initiate the Change Order process:

  • 1 electronic PDF copy of the change order with complete back up documentation including the CCN(s), costing provided by the contractor, reason for change and consultant recommendation that solution and pricing are acceptable.
  • All change orders must be signed by the contractor and consultant before being forwarded to the FMGT Representative.
  • Once approved by the UVic signing authority, 1 electronic PDF copy will be returned via email to the prime consultant and to the contractor.

Certificate for payment processing

The prime consultant is responsible for certifying payment for both CCDC 2 2020 and Purchase Order contracts. They must forward the original signed copy of the certificate for payment and other materials to UVic for processing.

For contractors to receive payment by the 28th day of the month, the certificate for payment package must be received by the 21st day of the month. The package must be complete and free of errors.

The certificate for payment package for CCDC 2 2020 contracts must include:

  • Application for payment from the contractor clearly identifying the 10% lien holdback value.
  • UVic certificate for payment filled out and signed by the prime consultant.
  • Current CCDC9A – 2001 Statutory Declaration of Progress Payment Distribution by contractor, with appropriate seal and sworn before a BC qualified lawyer or notary public.
  • Letter of Good Standing with WorkSafeBC.

The certificate for payment package for Purchase Order contracts must include:

  • Application for payment from the contractor clearly identifying the 10% lien holdback value.
  • UVic certificate for payment filled out and signed by the prime consultant.
  • Letter of Good Standing with WorkSafeBC.
  • If requested, the contractor must submit a statutory declaration.

Forms & documents

This section contains forms, template, and formal documentation relevant to consultants and companies bidding on UVic contracts.

Records submittals

UVic Purchase Order

CCDC2 2020 tenders and contracts

Contacts

Capital projects accounting

Accounts payable (AP)