2013 JOB ORDER CONTRACTINGCONTRACT MANAGEMENT DEPARTMENT

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CONTRACT KICKOFFSolicitation CLMB312

January 3, 2013

Agenda Introductions (Lynda Williams)

Contractors Key Personnel City Key Personnel

Review post award MBE/WBE Program Requirements (Raymond Young)

Review Wage Compliance Requirements (Russell Kyle) Overview of 2013 JOC and Expectations for Success

(Lynda) Review Job Order Assignment Process (Scott Hilton) Subsequent Process Review Sessions (Lynda) Questions / Discussion Adjourn (Lynda)

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Contract ManagementDivision Manager

Barbara Kuhl, CPPO, C.P.M.Contract Management Division

TEL: 512-974-9186

Barbara.kuhl@austintexas.gov

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Contract ManagementJOC TEAM

Lynda Williams, JOC Contract Manager

Contract Management Division

TEL: 512-974-3066

Lynda.williams@austintexas.gov

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Contract ManagementJOC TEAM

Scott K. Hilton, Sr., Job Order Assignment

AdministratorContract Management Division

TEL: 512-974-7054

Scott.hilton@austintexas.gov

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Contract Management

Russell Kyle, Contract Compliance Specialist Sr.

Wage Compliance Program,

Contract Administration Division

TEL: 512-974-1404

Russell.kyle@austintexas.gov

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Small and Minority Business Resources Department (SMBR)

Jerry Walker, Manager Compliance Division

TEL: (512) 974-7844

Jerry.walker@austintexas.gov

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Small and Minority Business Resources Department (SMBR)

Marisa Aldrete, Business Development Counselor

Compliance Division

TEL: (512) 974-7053

Mariza.aldrete@austintexas.gov

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2013 Contract Overview

Two-year base contract term Estimated budget of $6 million to be distributed

among 4 contractors based on work authorization and availability

Option to extend contract after base term, annually for 3 additional years

Individual Job Order Assignments (JOAs) will range from minimum $50K to maximum $400K

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JOC Contract Documents

Request for Proposals Contractor’s Response to RFP Agreement, 00500JOC Supplemental General Conditions, 00810JOC General Conditions of the Contract, 00700 Other documents contained in RFP All other construction documents prepared for

each Job Order Assignment

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Last but Not Least . . .

Unit Price Book (UPB): R.S. Means Building Construction Cost Data and R.S. Means Online estimating software (formerly R.S. Means CostWorks Estimator)

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Examples of JOC Work

ABIA checkpoint station renovation Bathhouse renovations PARD facilities re-roofing Building facade renovations Shower repairs HVAC replacement PV installation

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EXPECTATIONS FOR SUCCESS

Quick Response Time(s) from notification of assignment to negotiated and executed Job Order Assignment

Reliable and controlled construction schedules Meet and/or exceed the customer’s (Various City Departments

PM’s) needs Quality construction and quality construction management Use of Subcontractors Meet or exceed MBE/WBE goals and MBE/WBE Procurement

Program Ordinance and Rules Full Time and Dedicated Presence of Austin-based JOC staff Proficiency in R.S. Means Online estimating tool Effective Project Scoping to eliminate or minimize Change

Orders Partnership

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Job Order Assignment Job Order Assignment ProcessProcess

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Job Order Assignment Form

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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

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

5) Proposal reviewed by PM, JOA Administrator, Designer, CMD QA/QC, SMBR

4) Proposal Preparatory & Site Inspection Period

CONTINUE04/22/23

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 and successful negotiations, Contractor submits final Proposal within five (5) work days.

CONTINUE04/22/23

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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Subsequent Work Sessions

Payment Application Direct Deposit Change Order Process JOA Final Completion Process Other Topics?

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Questions?

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