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Contracts 101 Pre Workshop Presentation

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Introduction Property Management exists to provide guidance and leadership on o Construction projects o Preventive and corrective maintenance issues o The purchase, sale, and lease of buildings Todays focus: setting up projects under a contract o Most of the work we do in property management o We want to set up projects as best as we can to protect your parish and the Archdiocese. Self insurance makes this important Clear scopes help both sides No preferred contractors, so setup is especially important

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The Magic Number Contract amounts under $25,000 do not require our involvement or the Archbishops signature. Contract amounts over $25,000 require the Archbishops signature on the contract and our involvement helping you prepare the contract. If it is under $25k, we are still more than willing to help you prepare the contract.

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Contract Process for >$25k

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Website Resource for contracts, guidance, and contacts Continually growing http://www.catholiccincinnati.org/ministries- offices/property-management/ http://www.catholiccincinnati.org/ministries- offices/property-management/

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Standard Contract Developed a suite of standardized contracts o Construction Projects o Service Agreements o On website Use our standard contract if possible o They provide terms and conditions to help protect your parish contractually Indemnity Limit Change Orders within the scope Provide minimum insurance levels Address lead and asbestos concerns Dont use the standard contract o Projects requiring both architects and general contractors o Very large construction contracts (i.e. new church) o Modified AIA documents prepared by our attorneys will be used instead Unique contract situations? o We defer to our attorneys remarks to complete the contract.

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The Standard Contract Idea Fill in-able and savable.pdf Basic information like names, dates, and costs are filled in on first few pages. Contractors proposal is included in Exhibit A and is the Scope of Work. The contract nullifies any terms other than those in this contract.

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The Standard Contract Suite Contract To Perform Work (revised) o Used for most construction projects. Contract To Perform Work short form o Used for small construction projects (under $10,000). Change Order o Used when the contract scope changes from the original. Service Agreement o Used for contractors who provide property related service calls to your institution or who provide ongoing property services to your institution. Emergency Service Agreement o Used for situations where emergency property work must completed. This involves insurance claims and is the form that our insurance representative, Paul Kenkel, will use when he visits your site to assess emergency work. Professional Services Agreement o Used when hiring out professional services (i.e. architectural or engineering).

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Items Required For Contract To Do Work Minimum Insurance coverage o Workers Comp in Ohio o $1,000,000/occurrence, $2,000,000 aggregate automobile and general liability o $1,000,000 Professional liability (if professional services incl.) o Limitation of liability no less than liability insurance limits o Additional Insured Rider o Installation Floater/Builders Risk AHERA form for school projects Very detailed proposal, with products specified Price (Not To Exceed preferred) Service Dates Warranty Information Payment Schedule Finance Office and sometimes Worship Office approval

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Help!! You dont have to remember all of this. That is why we are here. We will help you complete the contracts correctly. Just remember to contact us when you do have a project, so we can set it up for you. Jeff Bohrer, M.S., P.E. Director jbohrer@catholiccincinnati.org 1436 Needmore Road Dayton, OH 45414 Phone: 513-421-3131 ext. 6602 Karen Rolfe Administrative Assistant krolfe@catholiccincinnati.org Phone: 513-421-3131 ext. 5048