2013 JOB ORDER CONTRACTING CONTRACT MANAGEMENT DEPARTMENT 8/3/2015 CONTRACT KICKOFF Solicitation 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) 8/3/2015

Contract Management Division Manager Barbara Kuhl, CPPO, C.P.M. Contract Management Division TEL: /3/2015

Contract Management JOC TEAM Lynda Williams, JOC Contract Manager Contract Management Division TEL: /3/2015

Contract Management JOC TEAM Scott K. Hilton, Sr., Job Order Assignment Administrator Contract Management Division TEL: /3/2015

Contract Management JOC TEAM Vincent LeMond, PMP, LEED Green Associate Contract Management Division TEL: /3/2015

Contract Management Russell Kyle, Contract Compliance Specialist Sr. Wage Compliance Program, Contract Administration Division TEL: /3/2015

Small and Minority Business Resources Department (SMBR) Jerry Walker, Manager Compliance Division TEL: (512) /3/2015

Small and Minority Business Resources Department (SMBR) Marisa Aldrete, Business Development Counselor Compliance Division TEL: (512) /3/2015

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 8/3/2015

JOC Contract Documents  Request for Proposals  Contractor’s Response to RFP  Agreement, 00500JOC  Supplemental General Conditions, 00810JOC  General Conditions of the Contract,  Other documents contained in RFP  All other construction documents prepared for each Job Order Assignment 8/3/2015

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) 8/3/2015

Examples of JOC Work  ABIA checkpoint station renovation  Bathhouse renovations  PARD facilities re-roofing  Building facade renovations  Shower repairs  HVAC replacement  PV installation 8/3/2015

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 8/3/2015

Job Order Assignment Process 8/3/2015

Job Order Assignment Form 8/3/2015 CONTINUE

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 8/3/2015

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 CONTINUE 8/3/2015

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. CONTINUE 8/3/2015

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-Con Meeting 10) Commence Construction 8/3/2015

Subsequent Work Sessions  Payment Application  Direct Deposit  Change Order Process  JOA Final Completion Process  Other Topics? 8/3/2015

Questions? 8/3/2015