Broward Health System

Mentor-Protégé Development Program Guide

Updated February 2022

Table of Contents

Table of Contents ................................................................................................................ 2

I. Introduction .............................................................................................................. 3

II. Program and Purpose ................................................................................................. 3

III. Definitions ................................................................................................................. 4

IV. Program Guide .......................................................................................................... 5

V. Program Goals and Objectives .................................................................................... 5

VI. Program Reporting ................................................................................................... 11

VII. Program Final Report ............................................................................................... 12

VIII. Program Graduation ................................................................................................. 12

IX. Confidentiality & Independence ................................................................................ 13

X. Post-Program Review ............................................................................................... 13

Appendices

Appendix A: Protégé Worksheet

Appendix B: Mentor-Protégé Work Plan Overview

Appendix C: Protégé Monthly Journal Worksheet

Appendix D: Quarterly Meeting Agenda Form

Appendix E: Quarterly Minutes of the Meeting Form

Appendix F: Fixed General Conditions and General Requirements Matrix

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I.Introduction

The Broward Health Capital Mentor-Protégé Development Program was established to offer

Certified Diverse Vendors – Construction (CDV-C) Protégés supervised management-level

experience in healthcare construction. Protégés will participate in a comprehensive training

program in new trade categories in the healthcare construction industry. The Mentor-Protégé

Development Program Program will achieve the following:

1. Provide an opportunity for industry selected CDV-Cs to gain practical experience and

build professional and longstanding relationships with prime contractors.

2. Utilize the public bond to establish accessible training opportunities.

3. Prepare the industry selected CDV-Cs to compete as primes on future contracts, or

subcontractors on healthcare construction projects.

II.Program and Purpose

Broward Health is a public entity that receives funding from tax dollars. This plan is a

significant investment in the future of healthcare in Broward County, providing enhanced

opportunities for patients, partners, and the local community. It will also stimulate growth for

participating CDV-Cs by establishing mentor- protégé relationships on contracting

opportunities.

Objectives developed for the Broward Health Mentor Protégé Development Program are as

follows:

• Engage Protégés in the management and delivery functions performed on capital

development projects as a prime contractor.

• Familiarize Protégés with healthcare construction industry planning, scheduling,

management, and field operations.

• Enable Protégés to manage subcontractors, scheduling and other tasks under the

supervision of a Mentor.

• Provide Protégés with the necessary experience to pursue future contracts in the

healthcare construction industry as prime contractors.

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III.Definitions

A. Mentor

A financially stable business with an experienced development team in good standing with

Broward Health System and Broward County. This firm has demonstrated professional

leadership, Broward Health, and a respected work ethic that will influence a Protégé to

successfully pursue and complete other future projects with BH and in the healthcare

construction industry.

B. Protégé

An emerging certified CDV-C business owner who is willing to learn and respect the

experience of the Mentor.

C. Mentor-Protégé Work Plan

A description of the type of training the Mentor will provide to the Protégé during the

project. The Mentor and Protégé will develop the work plan and submit it along with the

Work Plan overview form.

D. Protégé Assistance

The Mentor will provide oversight in the following areas: bidding process, blueprint

reading, bonding and insurance, bookkeeping/accounting, business management,

business plans writing, marketing strategies, claims, construction techniques, cost

estimating, financial planning, information technology, value engineering, logistics,

operating budget, personnel, project management, purchasing, quality assurance and

control, and scheduling.

E. Mentor-Protégé Reporting

Scheduled updates provided by the program participants to the Certified Diverse Vendor

(CDV) Program. The Mentor and Protégé will submit the required forms as outlined in this

Guide. Protégé will also participate in quarterly interviews as a part of the reporting.

F. Certified Diverse Vendor Program and Advocacy Manager

Person responsible for documenting all CDV-C contracting opportunities and review all

CDV-C reporting documents. The Manager will conduct site visits and may attend the

quarterly Mentor-Protégé meetings.

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IV.Program Guide

The Broward Mentor-Protégé Development Program is a critical component of the Health

Program, so it is particularly important to ensure accountability and accurate reporting. To

this end, the guide clearly defines the roles and responsibilities of all participants, and

provides instructions for establishing and strengthening the Mentor-Protégé relationship.

The Broward Mentor-Protégé Development Program Guide requires joint planning and aims

to avoid the burden often associated with reporting requirements. Furthermore, this guide

encourages timely and accurate reporting by:

• Authorizing the Mentor and Protégé to develop their specific plan

• Providing one-page reporting forms to document training experiences

• Providing in advance scheduling deadlines for Mentor and Protégé reporting

• Providing a user-friendly Mentor-Protégé Guide as a program reference

• Empowering the Protégé to provide constructive training feedback

• Minimizing paperwork required by the Mentor to document training

V. Program Goals and Objectives

The industry selected firms must jointly develop a Mentor-Protégé Work Plan describing the

type of assistance and training proposed during the project. The plan must adhere to the

requirements established in the Mentor-Protégé Development Program Guide. Furthermore,

the plan must establish goals, objectives and identify action steps to achieve goals, as well as

prioritize the action steps. The training must include a review of the following construction

management responsibilities:

1. Compliance reviews regarding adherence to administrative rules, state laws, and

local regulations

2. Interpreting drawings, plans, and specifications

3. Establishing accounting and bookkeeping systems

4. Establishing project management systems

5. Establishing field supervision procedures

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6. Establishing quality assurance procedures

7. Procedures for obtaining or expanding bonding capacity or workforce

Mentors are required to offer protégé owners exposure and training associated with key

aspects of the mentor’s daily organizational operations, including, but not limited to: human

resources management, payroll processing, procurement, and marketing strategies. Protégé

owners must document participation in daily operations training in their monthly reports.

Protégé firms are required to participate in Pre-Construction Services and Construction Phase

activities as part of the overall 6.31% CDV-C General Contractor (GC) mentorship goal.

Pursuant to Section 2.2 of RFP 15-13736-TC, Protégés will be required to provide two (2.0)

full-time equivalent (FTE) positions to serve in the capacity of Assistant Project Manager and

Assistant Construction Superintendent through preconstruction and construction services for

the corresponding Project under the supervision of the Mentor. These FTE positions will make

up the overall 6.31% CDV-C G/C mentorship goal on CM services, exclusive of the cost of

work for each Project.

Mentor and Protégé firms are required to document the protégé’s monthly participation in

construction management (CM) responsibilities. General Duties, Pre-Construction Services

and Construction Phase – Scope of Services as follows:

A. General Duties

Each CM shall provide overall coordination, management, supervision and scheduling of the

work each contractor/subcontractor and of the work of all separate multi-prime contractors

with each other and with the activities and responsibilities of the CM and the A/E so as to

complete the project in accordance with the requirements and Broward Health System

standards, objectives of safety, current code requirements including, but not limited to:

Florida Building Code , OSHA, AHCA, City of Miami, City of North Miami, City of Doral, and

Broward County current healthcare guidelines, cost, schedule, and quality of workmanship.

The CM shall be responsible for the preparation of the bid packages and will serve under

the at-risk model. They shall maintain accurate records for the Broward Health to include

direct and indirect costs of services and equipment; Broward Health approves change

orders, direct purchases and both bidding and construction time lines. Other general duties

of the CM shall include but not be limited to the following:

• Prepare an overall CM plan for the project including, but not limited to: construction

procedures, site management plan, safety program, SBE Mentorship program,

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Interim Life Safety Measures (ILSM) management, deliveries of materials and

workers, clean-up, and any other areas necessary adequately and completely

describe the CM activities for the duration of the project.

• Construction cost estimating at Concept, Schematic Design (SD), Design

Development (DD), 50% Construction Documents (CD), and 100% CD GMP phases

• Assist in identifying and coordinating any and all enabling type projects necessary to

make site ready for new or renovated construction

• Coordinate demolition of buildings if Broward Health determines it is in the best

interest of the Broward Health for CM to perform or manage this work activity.

• Attend executive leadership and design related meetings including senior level

meetings when requested, all Own Architect Contractor (OAC) meetings; coordination

meetings and any other all meetings as required advise on any and all cost and

constructability issues and make recommendations for lower cost alternatives

• Provide constructability reviews during the design phase that conform with the

Broward Health Design and Construction Standards

• CM and all subcontractors will participate in BH provided e-Builder systems

• BIM Modeling

• Provide signed and sealed as-built documents (hard copy and CADD/electronic

format) at the close of each phase and project final. Refer to Broward Health Design

and Construction Standards for specification

• Identify potential defects or ambiguities in design documents and recommend

alternatives

• Ensure quality control and value engineered drawings and specifications to construct

the project at or below the authorized budget amount

• Project cost control

• Participate in Owner Direct Purchasing Program including purchasing of key items

that offer cost saving measures to the health system.

• Implement and manage subcontractor design assist program for the purpose of

lowering cost, adding value, and decreasing cost escalation.

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• Obtain construction related City, County, and State permitting as applicable (not

including AHCA)

• Job site safety

• Assistance with procurement and the selection of Broward Health supplied materials

• Hold weekly progress meetings with the Broward Health, Program Managers, A/E

professionals, and trade contractors

• Produce and distribute all required meeting minutes

• Provide all Construction Management and be responsible for the daily activities of the

project

• Ensure construction meets construction documents, and all applicable codes and

standards

• Prepare, maintain, and enforce a detailed Construction Quality Management Plan that

includes CM and its subcontractors

• Maintain an up-to-date schedule and budget

• Provide detailed backup for Owner Contingency Adjustments requests

• Correct deficiencies in performance, scheduling or materials

• Maintain reports necessary to the project

• Provide project close out documents, including as-built documentation, in both

electronic format and hard copy

B. Pre-Construction Services

Protégé firms are required to participate in Pre-Construction Services, billable by task and

hourly effort.

1. Cost estimating and/or bidding services to include milestone costing at Conceptual,

Schematic Design, Design Development, Early Release Package(s), Enabling Project

Package(s), and Construction Documents GMP

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2. Design Team cost analysis services throughout entire design effort, including re-

costing due to value engineering efforts (Design to Budget)

3. Cost Escalation Analysis

4. Cost Flow Analysis

5. Assistance with bulk purchasing, bundling of materials, FF&E and all other ODP

processes

6. Full existing conditions investigations including site, civil, geo-tech and survey

supervision, percolation tests, U.G. investigations, field verification of as-built

drawings, site visit(s), demolition studies, above ceiling and walls investigations, and

interior utilities and services, etc.

7. Development of Site Management and Project Execution plans

8. BIM modeling development and coordination with design teams

9. OAC meetings bi-monthly during design phase

10. Development of Project specific schedule and integration with Program level schedule

11. Attendance at Community Outreach/ Program Partnering meetings

12. Package Check / Document Scrub for code compliance

13. Constructability Reviews at all design milestones

14. LEED Certification and Commissioning Assistance (as applicable to the Project)

C. Scope of Services – Construction Phase

Protégé firms are required to participate in Construction Services, billable at 100% effort.

The Construction Management (CM) Guaranteed Maximum Price (GMP) services contracts

shall include, but are not limited to the following:

1. The Construction Phase will commence if the Guaranteed Maximum Price (GMP) is

accepted. (In the event that the Broward Health elects to commence construction

through the Early Release Foundation and Structural package, then the CM will

prepare that portion of the GMP to ensure cost effectiveness in the overall GMP). The

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Construction Manager at Risk will become the single point of responsibility for the

performance of the construction contract for the project and may be required to

publicly bid trade contracts.

2. The Contractor shall be required to provide payment and performance bonds each in

a value equal to 100% of the total contract amount, not to exceed $250,000,000.00.

3. The services required for the construction program will include, but not be limited to

the following:

a. Contract with all subcontractors, materials suppliers and equipment suppliers

necessary for the construction renovation of said facility, and/or assist Owner with

Direct Purchase Program (DPP) when established by the Broward Health.

b. Schedule and conduct pre-construction meetings at locations approved by the

Owner.

c. Provide continuous on-site construction management services throughout the

construction phase including any and all enabling projects, construction, and

occupancy close out phase. This management shall include, but not be limited to:

regular job site meetings; overseeing quality assurance, testing and inspection

programs; monitoring construction management staff and subcontractor work

performance; maintaining record copies of all contract documents, change orders

and other documentation on site.

d. Develop, update, and maintain master project schedules, detailed construction

schedules, submittal schedules, inspection schedules and occupancy schedules

and equipment delivery schedules. Also, incorporate the design schedule into the

master schedule.

e. Process payment requests for approval by appropriate Broward Health personnel.

f. Report potential budget and schedule variances and prepare recovery plans.

g. Coordinate surveyors, special consultants and testing lab services contracted by

Owner as required.

h. Administer post construction closeout, start-up and transition to operation.

i. Provide construction program accounting and reporting to the Owner as required.

j. The Construction Manager will be required to work with the A/E firm and Owner

on the project and assist the Owner and A/E firm, as required, to ensure the timely

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completion of the project.

k. The Construction Manager will be required to work with, and coordinate their

activities with, any third party contracts or contractors that the Owner may

provide for this project.

l. The Owner may elect to include additional services to assist the Owner in the

management and the completion of this project.

Pursuant to Section 2.2.1.1 of the AIA 133 contract “Standard Form of Agreement between

Owner and Construction Manager as Constructor”, Protégés will be required to provide two

(2.0) full-time equivalent (FTE) positions to serve in the capacity of Assistant Project

Manager and Assistant Construction Superintendent through preconstruction and

construction services for the corresponding Project under the supervision of the Mentor.

These FTE positions will make up the 6.31% CDV-C G/C mentorship goal on CM services,

exclusive of the cost of work for each Project. Participation will be determined per Appendix

F, Fixed General Conditions and General Requirements Matrix.

VI.Program Reporting

Quarterly and Annual Performance Reviews – The Mentor-Protégé firms shall submit a Work

Plan and overview worksheet at the beginning of the program (Appendix B) and the reporting

forms as outlined in this Guide. The reporting deadlines are as follows:

A. Protégé Reporting Requirements

Protégés will complete the Protégé Worksheet after her/his initial interview (Appendix A).

Thereafter, the Protégé will submit the monthly Protégé Journal Worksheet by the 10th of

the following month (Appendix C). The worksheet will describe the training activities,

including, but not limited to: construction techniques, cost estimating, project

management, quality assurance and control, logistics, operating budget, personnel

management, purchasing, and scheduling. Protégés will also participate in a quarterly

interview with the Project Manager and/or designee(s), PHT/BH Small Business

Development Manager, and SBE Advocacy Manager to evaluate the effectiveness of the

mentoring experience and identify any training areas requiring improvement.

B. Mentor Reporting Requirements

In addition to the CDV-C Monthly Utilization Report, the Mentor must submit the Quarterly

Mentor-Protégé Meeting Agenda and Journal by the 10th day of the following month at

the end of each quarter.

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The Mentor firm must notify the SBE Program and Advocacy Manager of the quarterly

mentor-protégé meetings.

Submit reports to: Lfloyd@browardhealth.org

VII.Program Final Report

The firms must jointly submit a final report of all activities, including, but not limited to, the

type of training, total hours of training, and a description of the acquired knowledge or

categories of expertise achieved by the Protégé. Protégé will also provide employment data

and revenues for two years after the conclusion of the program.

VIII.Program Graduation

Subject to project completion, Broward will issue a “Broward Health Mentor-Protégé

Development Program Certificate of Completion” to the Protégé firms at the successful

completion of their assigned project and the corresponding approved Mentor-Protégé Work

Plan. During a scheduled exit interview, the Protégé firms must demonstrate a comprehensive

working knowledge of construction management activities (i.e., General Duties, Pre-

Construction Services, and Scope of Services – Construction Phase) for their particular projects.

Protégé firms must have submitted timely monthly reports, participated in scheduled

interviews, site visits, and any Broward Health System or CM trainings offered. Protégé owners

are also required to report all on-site training activities.

A “Broward Health Mentor-Protégé Development Program Certificate of Participation” will be

issued to the Mentor firms for their supervisory participation in the program, dependent on

meeting the following conditions:

A. Supervise and document protégé firm’s construction management participation as

outlined in the Mentor-Protégé Program Goals & Objectives

B. Submit a Mentor-Protégé Work Plan for approval

C. Provide on-site operational trainings for protégé owners

D. Conduct quarterly protégé interviews to determine Work Plan progress

E. Assist protégés with successfully completing the program

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IX.Confidentiality & Independence

The Mentor and Protégé agree to treat all information obtained from one another in strict

confidence and shall not disclose any such information except as required to carry out the

terms of the Mentor-Protégé Work Plan.

During this project, each firm will maintain its independence. This partnership does not

preclude the Mentor or the Protégé firm from continuing to pursue additional contracts as a

prime or subcontractor. The Protégé is required to keep this project as a priority and maintain

the availability required to successfully complete the project.

X.Post-Program Review

After completion of the Mentor-Protégé Development Program, Broward Health System will

monitor and report on the success of the program by measuring the following:

A. An increase in the number and dollar value of subcontracts awarded to a protégé

firm by its mentor firm

B. An increase in subcontracting by protégé firms in industry categories where they have

not traditionally participated

C. An increase in the number dollar value and percentage of subcontracts awarded to

protégés by mentor firms under Broward County and PHT/BH contracts since the

beginning of the Health Program.

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APPENDIX A

Protégé Worksheet

Complete this form after the initial interview and submit as instructed below.

1. Identify four (4) important professional developmental goals.

2. List key factors you feel will contribute to the accomplishment of each of your goals.

3. Identify any possible barriers (i.e., policies, processes) that may hinder your success.

4. Explain your mentor’s role in your success.

5. Identify the goals you would like to accomplish during this program.

Professional

Development

Goals

Key Factors

to Success

Barriers to

Success

Mentor’s Role

in

Firm’s Growth

1.

2.

3.

4.

Goals:

Protégé Firm’s Participants – Name, Title and Cellular Number

1.

2.

Submit this form to: Lfloyd@browardhealth.org after your initial interview.

If additional space is needed, please attach a page.

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Appendix B

Mentor-Protégé Work Plan Overview Form

Instructions to the Mentor and Protégé:

Complete this form and submit along with the Work Plan Goal(s): Use the space below to record your partnership goal (s).

Objectives: Use the spaces below to identify objectives to accomplish your goal (s). Then assign

a priority to each section step and record the number in the box.

Appendix C

Protégé Journal Worksheet

Instructions to the Protégé: Use this worksheet to describe training and Lessons Learned

List the Training Category Lessons Learned

Submit this form to: Lfloyd@browardhealth.org

Appendix D

Quarterly Meeting Agenda Page

Instructions to the Mentor: Use this form to record the discussion points in each of the

mentoring meetings.

Date:

Check in: (i.e., pending issues, deadlines)

Goals(s) Discussion:

1.

2.

3.

4.

5.

Action Items:

1.

2.

3.

4.

5.

Next Meeting Date:

Submit the agenda form along with the quarterly minutes form to: Lfloyd@browardhealth.org

Appendix E

Quarterly Minutes of the Meeting Form

Instructions to the Mentor: Use this form to report quarterly progress

The Mentor-Protégé partnership will achieve goals and objectives outlined in the Work Plan

Strongly Agree

Agree

Disagree

Strongly Agree The following skills/competencies were covered in the last quarter:

1.

2.

3.

The Protégé performed exceptionally well in the following areas:

1.

2.

3.

The Protégé will benefit from additional training in the following areas:

1.

2.

3.

Mentor’s Signature: Date:

Protégé ’s Signature: Date:

Submit the quarterly minutes form along with the meeting agenda to: Lfloyd@browardhealth.org

Appendix F

Fixed General Conditions and General Requirements Matrix

Description of Work Item General

Conditions

Cost of the

Work

Insurance & Bonds

Reimbursable General

Conditions Owner

Project Administration

Project Executive XX

Operations Manager XX

Senior Project Manager XX

Project Manager XX

MPE Coordinator XX

Quality Control Engineer XX

Safety Engineer XX

BIM Engineer XX

Field Supervision

General Superintendent XX

Project Superintendent XX

Area Superintendent XX

Superintendent XX

Assistant Superintendent XX

Field Office Clerical XX

Project Accountant Field Office XX

Field Office Manager XX

Field Engineering

Project Engineer XX

Office Engineer XX

Permits, Printing, AHJ Fees

Permit Expediting XX

Permits

XX - TBD OWNER CARRY

COST so No FEE on PERMIT

COST

XX

Travel, Relocation & Employment Expense

XX

Project related travel - Project Staff

XX - Outside of local area

Personnel relocation XX

Recruiting fees

Drug testing XX

Description of Work Item General

Conditions

Cost of the

Work

Insurance & Bonds

Reimbursable General

Conditions Owner

Field Office & Storage

Office trailers XX

Set-up & build between trailers xx

Trailer compound XX

Demobilization XX

Job Equipment & Supplies XX

Cellular phones & beepers XX

Office telephones - voice XX

Office telephones - fax XX

Office telephone equipment XX

Telefax machine XX

Copiers XX

Computer equipment & installation XX

Office furnishings XX

Office supplies XX

Postage & express mail XX

Pick-up truck XX

Fuel, oil & maintenance XX

Document reproduction XX

Support Services

Schedule set-up XX

Schedule updates XX XX

Business meals-Not Allowed

Safety program XX

Field Office & storage

Storage trailers XX

Off-site storage XX

Job Equipment & Supplies

Pick up truck XX

Fuel, oil & maintenance XX

Survey/layout equipment XX

Survey/layout personnel XX

General construction equipment - owned / rented

XX

Hoisting equipment and foundations XX

Man lifts and material lifts XX

Contractor owned equipment XX

Description of Work Item General

Conditions

Cost of the

Work

Insurance & Bonds

Reimbursable General

Conditions Owner

Temporary Requirements

Installation of temporary utilities XX

Roads, parking & maintenance XX

Transportation from remote parking areas

XX

Barriers & Barricades XX

Weather protection XX

Job fence and repairs XX

Temporary utilities - water, sanitary, electric, etc.

XX

Dump Permits and Fees XX

Dust Control XX

Flagger / Traffic Control XX

Trash Chutes & Hopper XX

Misc. Requirements

Job photos XX

Purchase documents, misc. XX

Job closing videos XX

Closeout documents XX

Construction related signs XX

Project Signs XX

Clean trailers & trash service XX

Security XX

Safety & first aid XX

Safety rails & maintenance XX

Misc. sidewalk barricades XX

Misc. traffic barricades XX

Misc. tree protection XX

Misc. roof protection XX

Clean up - Periodic and Final XX

Small tools XX

Partnering

XX - If not done by OWNER

XX

Document storage

Construction labor provided by CM/GC

XX

Bond & Insurance

Insurance - General Liability XX or OCIP

Insurance - Workman’s Comp XX or OCIP

Insurance - Auto XX or OCIP

Insurance - Liability XX or OCIP

Insurance - GL Umbrella XX or OCIP

Description of Work Item General

Conditions

Cost of the

Work

Insurance & Bonds

Reimbursable General

Conditions Owner

Insurance - Pollution Control XX or OCIP

Builders Risk XX or OCIP

CM Performance & Payment Bond XX or OCIP

Subcontractor Bonding Programs XX or OCIP

Subcontractor Bonds XX or OCIP

General Category Descriptions:

General Conditions:

Project supervision and all support for staff such as trailers, computers, telephones, trucks, cars, furniture, etc.

General Requirements: To be shown in SOV as COW

Cost of the Work not included by trades and required to support construction of the project such as storage trailers, cranes, temporary utilities, fences, job photos, etc.

General requirements are considered a Cost of the Work and are defined, reviewed and approved with the GMP.

Insurance & Bonds: TBD by BH OCIIP and CM

Cost of all project related insurance, bonds and insurance programs.