JOB ORDER CONTRACTING CONTRACT MANAGEMENT DEPARTMENT BROWN BAG

JOB ORDER CONTRACTING CONTRACT MANAGEMENT DEPARTMENT BROWN BAG August 12, 2013 1

Agenda q q q Introductions All about JOC Expectations Criteria Brief Overview of Assignment Process Questions / Discussion August 12, 2013 2

Contract Management JOC Team Barbara Kuhl, CPPO, C. P. M. , Division Manager Contract Management Division TEL: 512 -974 -9186 Barbara. kuhl@austintexas. gov Lynda Williams, JOC Contract Manager Vincent Le. Mond, PMP, LEED Green Associate TEL: 512 -974 -3066 TEL: 512 -974 -7054 Lynda. williams@austintexas. gov August 12, 2013 Vincent. Le. Mond@austintexas. gov Scott K. Hilton, Sr. , Job Order Assignment Administrator TEL: 512 -974 -7054 Scott. hilton@austintexas. gov 3

Job Order Contracting is … DEFINITION: q q A Fixed Price, Competitive Proposal, 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: q q For a Fixed Period - 24 Months from Contract Award (Base Period) $6, 000 per Base Period (Divided between 3 contractors) Job Order Assignment Range - Minimum $50 K to maximum $400 K Multi-Periods - One Base Period plus Three Option Periods (1 year ea. ) (potentially 5 -year contract term) August 12, 2013 4

The JOC Difference q Work quantity and type are undefined q Contractor submits proposal for work assignment and an Adjustment Factor(s) (Coefficient) to the Catalog of Work Items (UPB) q Long Term “Partner” Relationship COEFFICIENT DEVELOPMENT Actual Project Cost Unit Price Book Cost x Local Adjustment Factor August 12, 2013 Theoretical Coefficient 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 q Partnership q Work is performed in accordance with plans and specs as required by statute and permitting q q q q August 12, 2013 6

Types of JOC Construction, for example. . . YES TO FACILITY, BUILDING WORK: q q q q q 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 August 12, 2013 NO TO CIVIL ENGINEERINGTYPE CONSTRUCTION: q q q 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 7

Allowable Work & Requirements, for example. . . Allowable Work q q q Maintenance Repairs Alterations Renovations Remediation Minor construction August 12, 2013 Standards/Requirements q q q GC & Supplemental GCs A/E Plans & Specs Building Code & Permits City Standard Specs QSMD Review - Lead & Asbestos program - Quality Control program 8

Job Order Assignment Proposal Front End Docs q 00650 – Insurance Ø If other coverage is required q 00810 – Supplemental GCs Ø 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. August 12, 2013 9

Architecture / Engineering Applies to JOC too. . . o There are different legal requirements for all public work (including buildings) for engineering and architectural services. For example: o P. E. signed and sealed documents required except for: n n Mechanical or electrical work <$8 K Engineering work <$20 k without Mechanical or Electrical o Architectural plans for any alteration, addition if the project exceeds $50, 000 o 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 Requirements Repair/Alteration/Renovation/ Remediation/Minor Construction: q Remodel/demo office, move walls, buildout (structural) q Adding doors q HVAC install, ductwork, etc. q Electrical/plumbing/lighting (under $8 k) q Construction over $300 k, LEED Maintenance: q HVAC maintenance, repair, etc. q Re-roofing (no structural, spot repairs) q Painting q Replacing worn flooring August 12, 2013 (rev) A/E Plans Yes City Code/ Permits Yes Yes No Yes Yes Yes No No Maybe No No 11

Job Order Assignment Process August 12, 2013 12

Job Order Assignment Forms August 12, 2013 CONTINUE 13

JOB ORDER ASSIGNMENT (JOA) PROCESS 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 1) PM identifies need and submits requirements for JOA August 12, 2013 2) Administrator issues Proposal Request to Contractor 3) Pre-Proposal Meeting & Site Visit CONTINUE 14

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 5) COA Reviews and Evaluates Proposal - CMD evaluates RS Means proposal and assists in negotiations 4) Proposal Prep & Site Inspection Period August 12, 2013 5) Proposal reviewed by PM, JOA Administrator, Designer, CMD, SMBR CONTINUE 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-toface Proposal negotiations will occur. (Note: If negotiations are unsuccessful, COA may end negotiations with Contractor and proceed to the next Contractor in the rotation. ) August 12, 2013 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. CONTINUE 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) August 12, 2013 8) JOA Administrator and Project Manager issue NTP (Part 3) 9) Pre-Con Meeting 10) Commence Construction 17

Questions? August 12, 2013 18