HomeMy WebLinkAbout05-17-2016 Item 15 Maintenance work Job Order Contract 2016
Meeting Date: 5/17/2016
FROM: Daryl Grigsby, Director of Public Works
Prepared By: David Athey, Supervising Civil Engineer
SUBJECT: MAINTENANCE WORK JOB ORDER CONTRACT 2016, SPECIFICATION
NO. 91446
RECOMMENDATION
1. Approve Special Provisions for Maintenance Work Job Order Contract 2016,
Specification No. 91446; and
2. Authorize staff to advertise for bids and authorize the City Manager to award the contract
to the lowest responsible bidder.
DISCUSSION
Background
Job Order Contracting is an alternative bidding procedure that was approved by the voters and
added to the City’s Charter on November 5, 2002 (See Attachment A). It provides for on -call
infrastructure repair contracting. The Job Order Contract (JOC) provisions enable the City to
perform construction projects for the repair, remodeling or other repetitive work under a
competitively bid unit price contract. This ensures the City gets a consistent price while speeding
project delivery where detailed design is not required.
The City first implemented a JOC program shortly after the Charter amendment was approved by
the voters. The Gordian Group was retained to develop the JOC program in which 160,000 pre-
priced construction tasks were developed and the contractors bid a percentage mark-up. The City
used this contract for about 2 years. The 2003 JOC lapsed in 2005.
Engineering staff revisited the JOC concept in 2011, and created a more focused specification
targeting trench repairs needed after emergency pipeline repairs occur. Instead of bidding a JOC
program which covers every imaginable type of work and essentially pays the contractor for each
worker and each piece of equipment that is used to complete the work, a program was developed
to bid the finished product. For example, the JOC pays the contractor for each square foot of
roadway repaired, regardless of the number or amount of equipment or labor the contractor uses.
This methodology is consistent with other types of projects the City completes and has made it
simpler for the contractors to prepare and submit proposals, and streamlined delivery of work.
In 2013, the JOC was expanded to include concrete repairs as additional funding was provided
through the Financial Plan to increase the City’s response to damaged areas. Over th e past three
years, engineering staff has generated 120 Task Orders, totaling over $1,000,000. This has
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proven to be an effective approach of handling pavement repairs and other maintenance work
items. Since the 2013 Job Order Contract went into effect, 500 patches throughout the City have
been repaired. Another 87 trench repair locations are awaiting repairs. Some trench repairs were
be completed in April 2016, with the remaining repairs to be completed after June, when
additional funding is available. An estimated $120,000 in work is currently needed to complete
the work.
The proposed Maintenance Work JOC 2016 is modeled after the successful Trench Repair and
Minor Concrete JOC 2013, and has been expanded even further to include other, easily identified
maintenance work items. In addition to sidewalk and trench repairs, the new contract will include
potholing of utilities to improve bid documents and reduce change orders, drainage inlet
replacements to remove grated inlets for improved bicycle safety and flood protection, large
scale replacement of signs to meet new reflectivity standards, and modification of tree well
grates to improve pedestrian safety. The complete list of bid items can be seen on the bid form
sheet located in the attached special provisions.
The current JOC is in its third year and will expire on June 30, 2016. The use of the JOC has
demonstrated it is an important tool to greatly expedite delivery of routine, maintenance-related
City funded construction projects that require minimal design plans. The JOC eliminates the
need for multiple small contracts to complete minor, routine maintenance activities.
How the Job Order Contract is Managed and Monitored
When maintenance work covered under the JOC is needed, the repair cost is calculated based on
the contract unit prices. Engineering staff creates a Task Order with the work scope identified
and any location or special provision information provided to the contractor. The contractor then
has the opportunity to ask questions or identify elements overlooked in the Task Order.
Once the contractor accepts the Task Order, it is authorized by the City Engineer for projects of
$45,000 or less, or by the City Manager for more costly projects as long as funding is available
within approved budgets. Task Orders in excess of approved budget will come to the Council for
approval. This process follows the updated City Purchasing Policy and the authorization limits
set by the Council in Resolution No. 10621 (See Attachment B).
ENVIRONMENTAL REVIEW
This project is exempt from environmental review since it is a maintenance and replacement
project. A Notice of Exemption has been filed with the Community Development Department.
FISCAL IMPACT
This contract does not obligate any funds for construction. Once the contract has been executed,
work will be scoped and Task Orders issued for budgeted work. The funding sources for this
work are primarily the Street Reconstruction and Resurfacing (R&R) Master Account, Water
Distribution System Improvement – Trench Repair Master Account, Collection System
Improvement Master Account and the Sidewalk Repair Master Account.
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ALTERNATIVES
Deny authorization to advertise. The City Council may choose not to authorize the
advertisement of the project. This is not recommended because the JOC program is a cost-
effective way to get necessary maintenance work completed in a short period of time.
Attachments:
a - 04152003, BUS 6A - Job Order Contracting & Alternative Bidding Procedure
b - R-10621 Updated Purchasing Guidelines
c - Council Reading File - 91446 Maintenance Work JOC 2016 Specials
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