JOB ORDER CONTRACTINGCONTRACT MANAGEMENT DEPARTMENT

August 12, 2013

BROWN BAG

1

Agenda Introductions All about JOC Expectations Criteria Brief Overview of Assignment Process Questions / Discussion

August 12, 2013 2

Contract ManagementJOC Team

Barbara Kuhl, CPPO, C.P.M., Division Manager

Contract Management Division

TEL: 512-974-9186

Barbara.kuhl@austintexas.gov

August 12, 2013

Lynda Williams, JOC Contract Manager

TEL: 512-974-3066Lynda.williams@austintexas.gov

Scott K. Hilton, Sr., Job Order Assignment Administrator

TEL: 512-974-7054Scott.hilton@austintexas.gov

Vincent LeMond, PMP,LEED Green Associate

TEL: 512-974-7054Vincent.LeMond@austintexas.gov

3

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)

4

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

5

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

August 12, 2013 6

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

August 12, 2013 7

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

8

Job Order Assignment Proposal Front End Docs

00650 – Insurance

00810 – Supplemental GCs

If other coverage is required

As needed for project-specific requirements

August 12, 2013 9

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.

August 12, 2013 10

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

August 12, 2013 (rev) 11

City Code/PermitsYes

YesYesYesYes

MaybeMaybeNoNo

Job Order Assignment Job Order Assignment ProcessProcess

August 12, 2013 12

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

August 12, 2013 14

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

August 12, 2013 17

JOA PROCESS

Questions?

August 12, 2013 18