Skip to Main Site Navigation Skip to Content Skip to Footer
Back To Top

Appendix II

Connecticut Health and Educational Facilities Authority Procedures (CHEFA)

Connecticut Health and Educational Facilities Authority (CHEFA) Procedures

1. Procedures for the Funding of Agency Administered Capital Projects through CHEFA

Each CSUS university must adhere to guidelines and procedures issued by DPW (refer to "Department of Public Works Agency Administered Project Procedures".) In addition to DPW guidelines the following procedures also apply to specific agency administrated projects funded through CHEFA.

  • Project must be included on approved list of CHEFA funded capital projects.
  • Campus must receive permission from DPW to agency administer the project.
  • The following documents must be forwarded to the CSUS Director of Capital Budgeting:
    1. a letter requesting that permission be sought from the Commissioner of Public Works to agency administer the proposed project.
    2. completed DPW Supplement to OPM B-100 Form describing the proposed project, signed and dated by the applicable University President or designee.
  • The CSUS Director of Capital Budgeting will submit a formal request to the Commissioner of Public Works.
  • The Commissioner of Public Works (or designee) will review the request and send response to University President.
  • Once permission is received for a project not requiring the contracting of a design consultant by the Department of Public Works, the university may initiate the bidding or vendor quotation process.

2. Project Number Assignment

All CHEFA funded projects will be assigned a project number with a prefix of "CF" (CHEFA Funded) rather than "BI" (Bond Issue) to differentiate between CHEFA funded and State bond fund projects.

3. Design Process

The following process must be followed for any agency-administered project requiring the contracting of a design consultant by the Department of Public Works:

  • Before signing off on a design contract, DPW will provide to the CSUS Director of Capital Budgeting
    1. A copy of the draft design contract which includes: total contract design amount, estimated construction cost, and project scope
    2. A detailed project budget, including, but not limited to: A/E fee (by contract), estimated construction cost, and contingency
    3. A "Funding Sign Off" form which requests that the CSUS Director of Capital Budgeting signify whether or not funds are available for design of this project
  • The CSUS Director of Capital Budgeting and the CSUS Assistant Vice Chancellor for Planning and Technical Services will confer with the appropriate campus designee and will sign a "Funding Sign Off" form or issue a letter to DPW indicating that:
    1. funds are sufficient,
    2. the project scope is correct, and
    3. the design contract may be awarded
  • All requests for payment must be submitted to the CSUS Director of Capital Budgeting for payment through CHEFA.
  • A copy of designs and specifications, including updated cost estimates, must be submitted to CSUS's Assistant Vice Chancellor for Planning and Technical Services at the same time they are transmitted to the appropriate university.
  • All requests for changes in project scope and amendments to A/E contracts will be submitted to the CSUS Assistant Vice Chancellor for Planning and Technical Services.
    1. The CSUS Assistant Vice Chancellor for Planning and Technical Services will confer with the appropriate university designee to determine if amendment is warranted.
    2. The CSUS Assistant Vice Chancellor for Planning and Technical Services will confer with the CSUS Director of Capital Budgeting to determine availability of funding.

4. Submittal of Bid Results or Vendor Quotations

  • Following receipt of bids or vendor quotations, where applicable, a letter must be sent to the CSUS Director of Capital Budgeting which includes:
    1. name of project,
    2. date that bid or quotation was received,
    3. copy of bid tab sheet or submitted quotation,
    4. name of accepted low bidder and amount of accepted low bid or, where applicable, the name of vendor and quotation amount.  If lowest bid is not accepted, include a brief explanation as to why the low bid was rejected
    5. if applicable, include list of supplemental bid(s), and a description of base bid and supplemental bid(s)
    6. indicate whether or not the scope of work covered by this bid or vendor quotation will complete the project. If not, indicate how many additional "phases" of bids or vendor quotations are necessary to complete the project
    7. the university may also include a "Funding Sign Off" form which identifies the amount of funds needed to finance the bid or quotation and includes a signature line for the CSUS Director of Capital Budgeting to indicate the availability of funds.
  • The CSUS Director of Capital Budgeting will review the letter and determine if funding is available to award a contract. If funds are available and paperwork is in order, the CSUS Director of Capital Budgeting will send a letter to the university indicating that funds are available and a contract may be awarded.
    o In instances where a "Funding Sign Off" form is submitted along with bidding or vendor quotation documentation, the CSUS Director of Capital Budgeting may, in lieu of issuing a letter to the university, sign and date the "Funding Sign Off" form and return a faxed copy to the university as indication that funds are available and a contract may be awarded.
  • If the total project cost exceeds the estimated cost reflected on the letter issued by the Commissioner of Public Works (or designee) granting permission to the agency to administer the project, a revised DPW supplement to OPM B-100 Form reflecting the updated project budget must be forwarded to the CSUS Director of Capital Budgeting, who will submit a formal request to the Department of Public Works to agency administer the project at the increased project cost.
  • No contract for construction may be awarded until a revised permission letter to agency administer the project is issued by the Commissioner of Public Works. (or designee).
  • Once the contract is awarded, a copy of the PO should be sent to the CSUS Director of Capital Budgeting

5. Processing Payments

All payments will be made through CHEFA.

  • In order to process payments, the following must be sent to the CSUS Director of Capital Budgeting: a) A letter requesting payment of invoice(s) which includes:
    name of project and assigned project number
    total contract amount
    total amount paid to date
    total amount to be paid at this time
    invoice or requisition number
    method of payment preferred and relevant payment instructions:
  • If by check
    • indicate to whom check should be made out
    • indicate address where check should be sent
  • If by wire transfer
    • indicate wire transfer instructions including bank name, account name,
      account number and routing number.
  • Indicate whether or not this is a final payment for the project or if additional payments will be forthcoming
  • Attach a copy of the invoice
    • Include signature of the university representative indicating approval to pay invoice
    • Invoice date and amount must be highlighted
    • In lieu of an invoice, a copy of AIA documents G702 and G703 (Application and Certificate for Payment), if applicable, as well as copies of all change orders from contractor may be attached
  • If all is in order, the CSUS Director of Capital Budgeting will send the invoice or alternate documentation to CHEFA requesting payment be made. A copy will be sent to the university.
  • CHEFA usually will make payment within two (2) weeks of receipt of invoice if by check, or within five (5) days of receipt of invoice if by wire transfer.

6. Processing Change Order Requests

All payments will be made through CHEFA; however, CHEFA has indicated it may not accept all change orders. The CSUS Assistant Vice Chancellor for Planning and Technical Services must approve all change orders.
Whenever the university receives a change order request (both those that are agency requested and those resulting from field conditions), they must send it to the CSUS Assistant Vice Chancellor for Planning and Technical Services along with the following:

  • A letter providing justification for and scope of the requested change order. A "Change Order Funding Request" form may be submitted in lieu of a letter, provided it includes justification and scope of the requested change, the price of the change order, and a
    signature line for the CSUS Director of Capital Budgeting to indicate the availability of funds.
  • An updated "issue log" which provides a list of all previously approved change order requests and pending field office files.

The CSUS Vice Chancellor for Planning and Technical Services will review the change order request to determine whether or not the requested change is necessary for completion of the project and consult with the CSUS Director of Capital Budgeting to ensure funding availability. The CSUS Director of Capital Budgeting will indicate to the university whether or not funds are available to cover the requested change order.
The payment of change orders shall follow the same procedures as delineated in section 5 ("Processing Payments") of these procedures.

7. Close Out of Projects

DPW will send to the Assistant Vice Chancellor for Planning and Technical Services

  1. A letter indicating the project is complete, and
  2. A diskette and copies of As-Built drawings
< Previous | Next > | Table of Contents