Submitting Construction Related Contracts

There are occasions when a principal investigator (PI) of a sponsored project requires construction to carry out their project. Due to the nature and complexity of construction work, special approvals and documentation are required in advance of preparing a contract related to construction that is funded by an award.

Types of Construction Contracts

Two types of contracts for construction and projects related to construction may be requested by a PI. Submission for either type of construction contract requires the PI to collect and submit all of the appropriate documents to facilitate construction contract process. All supporting documentation including project manuals and drawings must be included when submitting a request for a contract related to construction (no review of incomplete files).

Architect/Engineer

A request for a contract involving the use of an architect or engineer must be submitted with the required documents:

  • Completed Request for Construction Agreement form
  • 3 Written Bids or Statement of Vendor Selection
  • Project Manual (including drawings and specifications)
  • Comprehensive General Liability Insurance Certificate
  • Workers’ Compensation Certificate
  • Professional Liability Certificate

Contractor

A request for a contract involving the use of a contractor must be submitted with the required documents:

  • Completed Request for Construction Agreement form
  • 3 Written Bids
  • Project Manual (including drawings and specifications)
  • Comprehensive General Liability Insurance Certificate
  • Workers’ Compensation Certificate
  • Builders Risk Insurance
  • Performance Bond
  • Payment Bond
  • Bid Bond

Submitting a Request

Upon completing the Request for Construction Contract form and collecting all required documentation, submit the documents to RFCUNY’s Procurement & Payables Manager for preliminary review. The reviewed contract is sent to the contractor/architect/engineer for signature. Construction related work cannot begin until the contract is signed by both parties (RFCUNY and the contractor/architect/engineer).

Payment

An RFCUNY account number from which the project will be funded must be specified by a PI to generate payment.

Total Amount of Agreement

A contract that is expected to be completed at a fixed stipulated sum must specify the sum. If applicable, a PI must describe the conditions that may increase the contract total (contracts funded from Federal or State sponsors have prevailing wages guidelines that must be adhered to and incorporated into the bid specs).

Payment Schedule

The payment schedule for progress of work must be indicated. Progress payments cannot exceed 75% of the total contract price up to the final billing.

Retainage Amount

A minimum of 10% for incomplete work or unsettled claims should be retained. All contracts over $25,000 must have a retainage amount held by RFCUNY for a minimum of 90 days after completion of the project. The bid document should state the retainage requirements and amounts (percentage).

Other Considerations

Written approval from CUNY’s Department of Facilities Planning, Construction and Management is required for construction related contracts.

All construction projects must be coordinated through the college facilities manager (contact information available through a campus Grants Office). Only projects with the approval/signature of the college facilities manager will be processed. The sponsoring school is liable for any expenses and all liabilities incurred before the contract agreement date.

Before any work begins, a PI must have a fully approved construction related contract. Purchase orders may not be used for construction projects.

Project managers hired to oversee projects cannot be placed on the RFCUNY payroll (independent contractors are hired using the Independent Contractor Agreement).

If asbestos, mold, or pollutant abatement is required during a construction project, a certified and licensed abatement service company must be hired.

Essential Forms

Construction & Engineering Forms

KEY CONTACTS

Purchasing and Payables
Purchasing and Payables
212-417-8480