Job Order Contracting Process Bob Bourg Claims Disputes

Job Order Contracting Process Bob Bourg, Claims & Disputes Manager Marlene Anglemyer, Cost Engineer

The Job Order Contracts (JOC) Process Guide REVIEW OF THE JOC PROCESS GUIDE o o o Scope descriptions and mature scope definition Review process (whose hands touch it when) Validation and verification methods JOC checklist Signature procedures Audit yardsticks

JOC Contractor signs DES PM signs Review Client signs for funding process APM signs DES Cost Engineer signs DES Contracts executes Work Order

Verifying and Validating Scope A. Ensure supporting documentation provided by the JOC Contractor and is attached to Work Order (WO) ü ü ü Supporting documentation includes: narrative outline of work to be performed photos, sketches, dimensions, drawings shop drawings/submittals (when required) proper quantities, units, items , hours on the Work Order including JOC Checklist in the Work Order package Written narrative by PM identifying steps taken to validate work B. Validation of WO Package ü ü correct coefficient and city cost index; and, accurate WSST WO columns totaled correctly logical order to WO Spreadsheet reasonableness of items included

Pricing Guidelines PRICE DETERMINED USING RS MEANS PRICING GUIDES o o Class determined using Means Cost Book (CSI specification) Unique items not found in the RS Means book: itemized on Work Order • Include invoices, subcontractor quotes, emails, data information-use good judgment when using this method of pricing and be clear and explicit Coefficients includes: • Overhead/Profit, safety, QC, administrative costs, PM costs, bond Limits of JOC: • Projects $350, 000 and less in value

Roles and Responsibilities DES Project Manager • • • • Preliminary meeting with Client to discuss scope/schedule/budget $300, 000 + PM to assure APM signature prior to PWR Meet with JOC Contractor to discuss scope/schedule/budget JOC Contractor/PM/Client on-site meeting determine scopes Assist JOC in drafting Work Order (WO) Spreadsheet Review, evaluate and verify all cost and scope elements of JOC’s Work Order including quantifying Ensure all signatures are on Work Order Ensure Work Order Number is on WO Confirm correct City Cost Index and Coefficient on WO Confirm WSST is correct and for correct city Ensure JOC Checklist is attached Ensure all names/contact information is on the Work Order Ensure all backup is attached and in logical order Present complete package to Cost Engineer for review Be available and familiar with the WO if the Cost Engineer has questions

Roles and Responsibilities Client o Review preliminary scope/schedule and budget with DES PM and discuss o o o appropriateness of JOC vs. Competitive Bid Submit Public Work Request (PWR) to DES Meet with PM and JOC Contractor to discuss the comprehensive scope of work, schedule and unique characteristics of project If A/E is deemed necessary, meet with A/E, PM and JOC Contractor Review the proposed Work Order and approve scope and design Sign Work Order Final Acceptance signatures upon completion

Signatures o JOC signature indicates Work Order is valid lump-sum fixed price proposal. o Client Funding signature indicates funding has been approved for this Work Oder and is available. o DES PM signature indicates review, agreement and approval of the cost, scope of work, schedule and mutual agreement by all parties. o Cost Engineer signature indicates comprehensive review of Work Order and all costs, quantities and scopes are reasonable, and Work Order is complete and ready for Assistant Program Manager’s signature.

Principles of effective JOC review Complete package Transparent pricing Explicit scope description Unbiased/ review Risk reduced Accountability Reconciliation