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JOB ORDER CONTRACTING Contract Management Department

JOB ORDER CONTRACTING Contract Management Department. Brown Bag. Agenda. Introductions All about JOC Expectations Criteria Brief Overview of Assignment Process Questions / Discussion. Contract Management JOC Team. Barbara Kuhl, CPPO, C.P.M., Division Manager

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JOB ORDER CONTRACTING Contract Management Department

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  1. JOB ORDER CONTRACTINGContract Management Department Brown Bag

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

  3. Contract ManagementJOC Team Barbara Kuhl, CPPO, C.P.M., Division Manager Contract Management Division TEL: 512-974-9186 Barbara.kuhl@austintexas.gov Vincent LeMond, PMP, LEED Green Associate TEL: 512-974-7054 Vincent.LeMond@austintexas.gov Scott K. Hilton, Sr., Job Order Assignment Administrator TEL: 512-974-7054 Scott.hilton@austintexas.gov Lynda Williams, JOC Contract Manager TEL: 512-974-3066 Lynda.williams@austintexas.gov

  4. Job Order Contracting is … DEFINITION: • A Fixed Price, Competitive 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)

  5. The JOC Difference • 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 COEFFICIENT DEVELOPMENT Theoretical Coefficient Actual Project Cost Unit Price Book Cost x Local Adjustment Factor

  6. 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 City’s Expectations for Success

  7. Types of JOC Construction, for example . . . YES TO FACILITY, BUILDING WORK: • work governed by building codes • a structure or land, improved or unimproved, associated with a building (fencing, entrance ramp, landscaping) • construction/remodeling • carpentry • electrical / HVAC / mechanical • flooring (carpeting/tile/etc.) • doors/windows • masonry • fire suppression NO TO CIVIL ENGINEERING-TYPE CONSTRUCTION: • highways, roads, streets, bridges • utilities, water supply, water plant, wastewater plant, water & wastewater distribution or conveyance facility, drainage • wharf, dock • airport runways or taxiways • building or structure that is incidental to a civil engineering construction project

  8. Allowable Work & Requirements, for example . . . Standards/Requirements • GC & Supplemental GCs • A/E Plans & Specs • Building Code & Permits • City Standard Specs • QSMD Review - Lead & Asbestos program - Quality Control program Allowable Work • Maintenance • Repairs • Alterations • Renovations • Remediation • Minor construction

  9. Job Order Assignment Proposal Front End Docs • 00650 – Insurance • 00810 – Supplemental GCs • If other coverage is required • As needed for project-specific requirements 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.

  10. 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.

  11. Examples of A/E and Code Requirements City Code/ Permits Yes Yes Yes Yes Yes Maybe Maybe No No Repair/Alteration/Renovation/ Remediation/Minor Construction: • Remodel/demo office, move walls, build-out (structural) • Adding doors • HVAC 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 Plans Yes Yes Yes No Yes No No No No

  12. Job Order Assignment Process

  13. Job Order Assignment Forms CONTINUE

  14. JOB ORDER ASSIGNMENT(JOA) PROCESS • 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 1) PM identifies need and submits requirements for JOA 2) Administrator issues Proposal Request to Contractor 3) Pre-Proposal Meeting & Site Visit CONTINUE

  15. JOA PROCESS • 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 • COA Reviews and Evaluates Proposal • - CMD evaluates RS Means proposal and assists in negotiations 4) Proposal Prep & Site Inspection Period 5) Proposal reviewed by PM, JOA Administrator, Designer, CMD, SMBR CONTINUE

  16. 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.) c) Following proposal review & successful negotiations, Contractor submits final Proposal within five (5) work days. b) COA will notify Contractor of approved preliminary Proposal within five (5) work days. CONTINUE

  17. JOA PROCESS • Acceptance of Proposal by counter-signature (Part 2) • Issuance of Job Order Assignment Notice to Proceed (Part 3) • 9) PM establishes Pre-Construction Meeting • 10) Commencement of Construction 10) Commence Construction 7) Upon acceptance of Proposal, COA executes JOA Proposal (Part 2) 8) JOA Administrator and Project Manager issue NTP (Part 3) 9) Pre-Con Meeting

  18. Questions?

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