JOB ORDER CONTRACTINGCONTRACT MANAGEMENT DEPARTMENT
August 12, 2013
BROWN BAG
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Agenda Introductions All about JOC Expectations Criteria Brief Overview of Assignment Process Questions / Discussion
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Contract ManagementJOC Team
Barbara Kuhl, CPPO, C.P.M., Division Manager
Contract Management Division
TEL: 512-974-9186
August 12, 2013
Lynda Williams, JOC Contract Manager
TEL: [email protected]
Scott K. Hilton, Sr., Job Order Assignment Administrator
TEL: [email protected]
Vincent LeMond, PMP,LEED Green Associate
TEL: [email protected]
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Job Order Contracting is …
August 12, 2013
DEFINITION: A Fixed Price, Competitive ProposalCompetitive Proposal, Indefinite Delivery/Indefinite
Quantity Type Contract Designed to accomplish small to medium, multi-traded, maintenance,
repair, renovation and minor new construction projects.
PERFORMANCE CONTRACT: For a Fixed Period - 24 Months from Contract Award (Base Period) $6,000,000 per Base Period (Divided between 3 contractors) Job Order Assignment Range - Minimum $50K to maximum $400K Multi-Periods - One Base Period plus Three Option Periods (1 year
ea.) (potentially 5-year contract term)
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The JOC Difference
August 12, 2013
Work quantity and type are undefined Contractor submits proposal for work assignment
and an Adjustment Factor(s) (Coefficient) to the Catalog of Work Items (UPB)
Long Term “Partner” Relationship
Actual Project Cost
Unit Price Book Cost x Local Adjustment Factor
TheoreticalCoefficient
COEFFICIENT DEVELOPMENT
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City’s Expectations for Success
Quick Response Time(s) Reliable and controlled construction schedules Meet and/or exceed customer’s needs Quality construction, quality construction management Use of subcontractors - meet or exceed MBE/WBE goals Full-time, dedicated presence of Austin-based JOC staff Proficiency in R.S. Means Online estimating tool Effective project scoping, estimating to eliminate or
minimize Change Orders Partnership Work is performed in accordance with plans and specs
as required by statute and permitting
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Types of JOC Construction, for example . . .YES TO FACILITY, BUILDING WORK:work governed by building codesa structure or land, improved or unimproved, associated with a building (fencing, entrance ramp, landscaping)construction/remodelingcarpentryelectrical / HVAC / mechanicalflooring (carpeting/tile/etc.)doors/windowsmasonryfire suppression
NO TO CIVIL ENGINEERING-TYPE CONSTRUCTION:highways, roads, streets, bridgesutilities, water supply, water plant, wastewater plant, water & wastewater distribution or conveyance facility, drainagewharf, dockairport runways or taxiwaysbuilding or structure that is incidental to a civil engineering construction project
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Allowable Work & Requirements, for example . . .
Standards/RequirementsStandards/Requirements
GC & Supplemental GCsA/E Plans & SpecsBuilding Code & PermitsCity Standard SpecsQSMD Review
- Lead & Asbestos program- Quality Control program
August 12, 2013
Allowable WorkAllowable Work
MaintenanceRepairsAlterationsRenovationsRemediationMinor construction
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Job Order Assignment Proposal Front End Docs
00650 – Insurance
00810 – Supplemental GCs
If other coverage is required
As needed for project-specific requirements
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Note: All other standard division zero documents (00300 through 00830) are already incorporated in the base JOC Agreement with each Contractor. Contact CMD for a copy of the base JOC Agreement.
Architecture / Engineering Applies to JOC too. . . There are different legal requirements for all public work
(including buildings) for engineering and architectural services. For example:
P.E. signed and sealed documents required except for: Mechanical or electrical work <$8K Engineering work <$20k without Mechanical or Electrical
Architectural plans for any alteration, addition if the project exceeds $50,000
Texas Architectural Barriers Act applies in certain situations
Note: A determination of A/E requirements must be made early.
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Examples of A/E and Code RequirementsRepair/Alteration/Renovation/ Remediation/Minor Construction:Remodel/demo office, move walls, build-out (structural)Adding doorsHVAC install, ductwork, etc.Electrical/plumbing/lighting (under $8k)Construction over $300k, LEED
Maintenance:HVAC maintenance, repair, etc.Re-roofing (no structural, spot repairs)Painting Replacing worn flooring
A/E PlansYes
YesYesNoYes
NoNoNoNo
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City Code/PermitsYes
YesYesYesYes
MaybeMaybeNoNo
Job Order Assignment Job Order Assignment ProcessProcess
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Job Order Assignment Forms
August 12, 2013 CONTINUE 13
JOB ORDER ASSIGNMENT(JOA) PROCESS
1) PM identifies need and submits requirements for JOA
3) Pre-Proposal Meeting & Site Visit
CONTINUE
1) PM submits a Request for JOA form to JOA Administrator
Caution: 1) Prior to JOA request, sealed plans and specs must be provided as required by state statute and City policy; and 2) it must have already passed review by QSMD, Public Works Department
2) Administrator issues Proposal Request to Contractor (Part 1)
3) Administrator coordinates site meeting with: •PM and PM’s Design Team, JOC Contractor
2) Administrator issues Proposal Request to Contractor
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4) JOC Contractor prepares and submits Job Order Assignment Proposal (Part 2) within ten (10) working days to include:
– Statement of Work– Total Job Order Cost– Performance Schedule – Long Lead Items (if any)– Breakdown of pre-priced items– Identification and explanation of any non-pre-priced items – Bond costs and special insurance costs– SMBR Subcontractor Utilization Form
5)COA Reviews and Evaluates Proposal- CMD evaluates RS Means proposal and assists in negotiations
5) Proposal reviewed by PM, JOA Administrator, Designer, CMD, SMBR
4) Proposal Prep & Site Inspection Period
CONTINUEAugust 12, 2013 15
JOA PROCESS
6) Proposal Review process will consist of assessment of line item description, quantity, compliance with Plans and Specs, reasonableness of General Conditions, proposed performance schedule, compliance with MBE/WBE Ordinance, etc.
a) If needed, face-to-face Proposal negotiations will occur.(Note: If negotiations are unsuccessful, COA may end negotiations with Contractor and proceed to the next Contractor in the rotation.)
b) COA will notify Contractor of approved preliminary Proposal within five (5) work days.
c) Following proposal review & successful negotiations, Contractor submits final Proposal within five (5) work days.
CONTINUEAugust 12, 2013 16
JOA PROCESS
7) Acceptance of Proposal by counter-signature (Part 2)
8) Issuance of Job Order Assignment Notice to Proceed (Part 3)
9) PM establishes Pre-Construction Meeting
10) Commencement of Construction
7) Upon acceptance of Proposal, COA executes JOA Proposal (Part 2)
8) JOA Administrator and Project Manager issue NTP (Part 3)
9) Pre-ConMeeting
10) CommenceConstruction
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JOA PROCESS
Questions?
August 12, 2013 18
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