Goals:

1
Welcome to the Subcontractors Academy!

• Goals
• Ensure all interested subcontractors have access
  to information, resources and tools they need to
  be successful in their City contracts.
• Provide subcontractors an opportunity to network
  with, and learn alongside, government contracting
  officials to gain a better understanding of the
  City processes, roles, and responsibilities
  associated with City government contracting.

Brought To You By
City of Austin Contract Management Department
In partnership with
2
Job Order Contracting (JOC) ProgramSubcontractors
Needed?
Contract Management Department Subcontractors
Academy
Rolando Fernandez, Assistant Director Marisol
Claudio-Ehalt, Program Consultant City of Austin
Contract Management Department This Months
Featured Speakers Vincent M. LeMond, Contract
Relations Consultant City of Austin Contract
Management Department
July 20, 2015
3
Job Order Contracting is...

• DEFINITION
• A Fixed Price, Competitive Proposal, Indefinite
  Quantity Type Contract
• Designed to accomplish small to medium,
  multi-traded, maintenance, repair, renovation and
  minor new construction projects.

4
Alternative Contracting Method

• JOB ORDER CONTRACTING
• Decreases construction performance schedules
• Controls negotiated construction cost through
  usage of a standardized Unit Price Book (UPB).
• Method of contracting indefinite quantities of
  projects,
• From commencement to completion
• Inclusive of multiple trades and disciplines
• Issued by Job Order(s) under one (1) Contract
• Period of time defined either by calendar and/or
  dollars.

5
Job Order Contracting is...

• WORK ACCOMPLISHED BY
• Team development of individual Job Order(s)
• Scope of Work Construction Drawings
• Selection of Work Task from Catalog of Pre-priced
  Construction Task(s) - (Unit Price Book, UPB)
• Job Order(s) issued on negotiated series of Work
  Task(s) directly related to items in Scope of
  Work
• Items Quantities Negotiated (Not the Price)

6
The JOC Difference?

• JOB ORDER CONTRACTING
• Work quantity type are undefined
• Contractor submits a proposal of services and an
  Adjustment Factor(s) (Coefficient) to the Catalog
  of Work Items (UPB)
• Long Term Partner Relationship

7
Expectations for JOC

• Citys General Expectations
• Faster Response Time(s)
• Shorten the Project (Job Order) Development
  Procurement Time
• More Reliable, Controlled Construction Schedules
• Meet or exceed the Needs of the Customer(s)
• High Level of QUALITY
• Performance Satisfaction
• Standardization
• Lessons Learned

8
Expectations for JOCContinued...

• Citys General Expectations
• Include a Large Number of Subcontractors
• While maintaining 25 Prime Contractor
  performance
• Retain JOC Contractors
• Achieve and Exceed diversification program
  objectives
• Truly develop a Partnership Relationship
  (Non-Adversarial)
• Serve as a Mentor to Local Small and Minority
  Contractors
• Meet or Exceed Outlined Proposed Performance
  Criteria

9
What Makes a Successful JOC Program?

• Successful Contractor Profile
• Success Relies on Meeting or Exceeding the
  Following
• Pro-Active Diversification Program Small
  Business Subcontracting - JOC Contractors
• Reach out to Local Subcontractors.
• Establish Mentoring Program to assist smaller
  Subcontractors.
• Play an active role in meeting diversification
  program priorities

10
Contract Administration Diversification
Opportunities

• Increase Minority Small Contractor
  Opportunities
• 75 of all Work may be subcontracted
• Contractor submits Subcontracting Plan at time of
  proposal submission.
• Contractor submits Subcontractor List
  diversification program information with each Job
  Order
• Failure of Contractor to voluntarily comply with
  the diversification program could jeopardize
  future work.

11
Contract Administration Diversification
Opportunities

• Advantages for Minority and Small Contractors
• No Bonding requirements for Subcontractors -
  Limited Bonding Capacity can be reserved for
  Competitively Bid Projects.
• No complicated bidding procedures
• JOC can reach out to Small Local Subcontractors
• JOC Contractor serves as a Mentor to
  Subcontractor(s)
• JOC Contractor actively participates in
  diversification quarterly meetings.

12
JOC Structure
ROTATION LIST
DETERMINE NEED PER EACH JOB ORDER ASSIGNMENT
Job Order Assignment (JOA) anticipated amounts
0300k per assignment
13
JOC Considerations

• JOC contractors already selected
• Cost is based on pre-priced unit items
• Good for schedule-sensitive work
• Contractor may contribute toward scope
  development/refinement, if needed
• Work limited to facility improvements only (no
  street, bridge, utility, airport runway,
  drainage, etc.).

14
JOC Contractor 2013 JOC Program List
15
JOC Subcontractors Steps to Performance

• What JOC Contractor want to know
• Define Company Performance
• What construction trade or services provided?
• Specialty Trade Contractor?
• Special skills firm provides
• Company Make-Up
• Self Performance
• Company Employees
• Subcontracting ( Third Tier?)

16
JOC Subcontractors Steps to Performance

• JOC Contractor may want the following
• Pre-Qualification Statement
• Minority/Women Business Certification (City of
  Austin)
• Certificate of Liability Insurance
• Certificate of Account Status
• The Texas Comptroller of Public Accounts in
  response to franchise tax status
• Master Subcontract Agreement
• Work Release Form

17
JOC Subcontractors Steps to Performance

• Getting the Work..
• Pick up a set of bid documents from JOC
  Contractor
• Attend a pre-bid conference/site visit.
• Review bid documents the project location.
• Request a second site visit if necessary to
  thoroughly understand the project requirements
  and site conditions.
• Let JOC Contractor know your company is
  interested in bidding.
• Call the estimator to verify that you will be
  bidding the project. It will give him an
  opportunity to tell you of any changes that need
  to be made in your bid or the bid requirements.
• Ask questions!

18
JOC Subcontractors Steps to Performance

• Getting the Work.. continued
• Call before you submit your bid to make sure you
  have received all addendums
• Clarifications or changes to the bid documents
  that might have been issued.
• Submit your bid at the time and in the manner JOC
  Contractor request.
• Price Breakdown
• Performance Schedule
• Price Clarifications
• Price Assumptions/Exclusions

19
JOC Subcontractors Steps to Performance

• Getting the Work.. Continued
• If you are the successful, the JOC Contractor
  will issue a Work Release form to your firm.
• If you are not successful, JOC Contractor will
  provide information about how the selection was
  made and how your firm stacked up against
  others bidding the exact same work.

20
JOC Subcontractors Steps to Performance

• Important Considerations ..
• JOC is a fast paced, high-quality program for
  performing minor construction, alteration and
  repair projects.
• Subcontractor must be prepared to start the work
  immediately upon award (receipt of Work Release
  Form)
• Continue diligently with sufficient workforce and
  materials, tools and equipment to accomplish the
  work in the minimum amount of time necessary.

21
JOC Subcontractors Steps to Performance

• Important Considerations .. continued
• Prevailing wage rates and payroll reporting.
• City of Austin construction contracts require
  workers to be paid at least the prevailing wage
  for their craft. All employers on City
  construction contracts are required to prepare
  and retain weekly certified payroll reports, and
  to submit them within two (2) working days of
  request.

22
JOC Subcontractors Steps to Performance
Questions and Answers