Daily Checks

• Review UT-HSP email inbox to:
  • Review HSPs and send to HUB Director for Approval (DocuSign Process)
  • Track PMCS emails
  • PMCS - Cynthia Rangel, Holly Anderson, Muriel Kruse
• Review UT BOX “Completed_Paid” folder 
  
  • Ensure PAR forms are included and filled out correctly. Delete invoice from email once PAR form is verified. Update subcontracting information into UT HUB Administration site. 
• Pre-Proposal Conference – HUB Staff Associate would walk through Exhibit H and discuss the HUB requirement.  PMCS Contract Specialist emails an invite.
  • Most of the time pre-proposals are held at 1301 East Dean Keeton, FC1 in Training Room C. There is a visual presentation and the HUB document is one of the bookmarks. The HUB Staff Associate would go through Exhibit H.
• Bid openings – The bid is submitted on the bid due date. 
  • On Day 2, the answers to Sec 8 of the Request for Proposal(RFP) and the HUB document are submitted. They are dropped off at the receptionist desk at PMCS and the Contract Division picks them up and takes them into the bid opening and opens up envelope #1 which is the bid and envelope #3 which is the HUB document (if the HUB Staff Associate is there ,they are given a copy. Otherwise, they will be given it after bid opening).
  • Attend and do cursory review. Make sure a HUB document was submitted in Envelope #3 and go through to see if the cover letter and HSP are enclosed. HSPs submitted will be reviewed for compliance.
• Review change order/amendments as Contract Specialist routes for HUB Staff Associate review.  Check for new scopes of work and who will be performing.
  • This means checking original approved HSP to see who subcontractors/sub-consultants are and what scopes they are performing.  Check the scope (s) included in the change order/amendment to see if the same firm (s) are performing or it looks like anew firm is now listed.
  • If an existing subcontractor/sub-consultant (HUB or Non-HUB) is not performing, HUB Staff Associate will need to request amended HSP to reflect the change. HUB Staff Associate has to contact the General contractor (GC) or Professional Service Provider (PSP).  Contact information would be on the  approved HSP that is located in UT Box under HUB folder. Go to PMCS and then HSPs. Section 1 of the HUB Subcontracting Plan (HSP) indicates who the contact person would be if there is a need for clarification.
• Check Status of projects - Contract Specialists notifies HUB Staff Associate of timeline on a project when they are coordinating with a project manager Competitive Sealed Proposal (CSP) and initial Pre-Construction Phase Construction Manager-at-Risk (CMR). 
  • On Job Order Contracts (JOC)”, Contract Specialist will email job order that is being processed for a contract $100,000 or more.  They also will notify for a “Sole Source Contract "of $100,000 or more.  On “Professional Services Agreements (PSA)”, Contract Specialist will reach out with proposal or a proposal with a HSP attached. 
  • If no HSP is attached, HUB Staff Associate will have to reach out to Professional Service Provider (PSP) for one.
• Follow up with HUB vendors to notifythem of potential general contractor as well as subcontractor opportunitieson projects out for solicitation, contact information and location of plansand specs

Monthly Checks

PMCS Reporting 

Copies of payment applications & invoices will be sent to HUB Staff Associate by BFS Tracker or Account Specialist. 

Once opened will go to UT Box: https://utexas.app.box.com/folder/0

Go tofolder entitled “HUB PAR Review” and open “Completed-Paid”.

HUB Staff Associate would have to be added by Business Financial Services to the tracker system via DOCUSIGN.  The folder name in DOCUSIGN is “HUB PAR Review”.

Go through each document to see if any HUB firms received payments.  HUB payments will be entered into COGNOS (located in HUB portal on UT Direct). 

Delete payment documents when reviewed and determination is made.

Attend monthly Job Order Contractors meetings to go over status of projects, introduce HUB firms interested in doing business with UT Austin.

Miscellaneous Work

Develop HUB Sub-list for projects going out for solicitation. Review specs for potential subcontracting opportunities and put together a HUB sub-list to be posted as a package on Electronic State Business Daily (ESBD) or General Contractors to use for soliciting HUB firms.  This involves going to CMBL and entering commodity codes (found in commodity book) and load into an excel spreadsheet. 

Link to CMBL.

Need to download two different lists. The first using “HUBs Only” and second using “HUBs on CMBL”. Remove any duplicates.  Have a different worksheet or tab for each scope of work in the Excel file.

Establish subcontractor training program and networking program with JOC General Contractors to inform the HUB community about UT Standards, the RS Means process, safety requirements, insurance, bonding, etc.  Develop a plan and schedule location, time and date with presenters.

AD HOC Reporting – Provide reports to HUB Director as needed, identifying trends of General Contractors and Professional Service Providers on HUB utilization.

Contact HUB vendors with expiring certification to reapply for HUB certification or consider mentor/protégé.

Meet with HUB firms to discuss PMCS solicitation process and how to find their areas of interest.  Encourage HUB vendors to attend pre-proposal conferences to network with general contractors and any outreach events.