California State University Immediate Response

Transcription

1 California State University Immediate Response JOB ORDER CONTRACTING Pre Bid Meeting November 19, 2015

2 Disclaimer Nothing written in this presentation, or said during this pre bid webcast supersedes what is provided in your bid package. Any deviations or changes to the bid documents will be provided in the form of an addendum. 2

3 AGENDA Bid Schedule Review DVBE Participation SBE / DVBE Incentives Prequalification Overview What Is JOC JOC Documents Guidance to Contractors Bid Requirements Immediate Response JOC Execution Why It Works Advantages To Owner Advantages to Contractor Formula for Calculating the Job Order Value Understanding the CTC Calculating the Adjustment Factor Bid Considerations Bid Opening Dates Questions 3

4 BID SCHEDULE OF EVENTS Bid Documents Available 11/17/15 Pre Bid Meeting Webcast 11/19/15 Prequalification forms (general and supplemental) due 11/24/15 Last day to ask RFI Qs 12/3/15 Bids Due 12/10/15 Original Bid proposal Signature page / Bid Security due 12/11/15 Notice of Intent to Award 12/17/15 Contract Commencement 1/14/16 Note: ebid proposals not received by the date and time specified will be rejected. Bidders should allow enough time to upload their bid documents online. Bidders will automatically be locked out of PlanetBids at closing time. 4

5 DISABLED VETERAN BUSINESS ENTERPRISE (DVBE) / SMALL BUSINESS ENTERPRISE (SBE) DVBE Participation 3% DVBE Participation Required (State Law) Good Faith Effort Will not Be Accepted Contact for Information Mr. Darryl Dearborn (562) ddearborn@calstate.edu SBE / DVBE Incentives 5% SBE Preference General certifies that they are an SBE General (Non SBE) commits to using 25% SBE Subs DVBE Incentives 4 6% or more yields an incentive rate of 1 3% 5

6 DVBE INCENTIVE RATES DVBE Participation Incentive 3.00% to 3.99% None 4.00% to 4.99% 1% 5.00% to 5.99% 2% 6.00% or more 3%

7 PREQUALIFICATION All Prospective Bidders must be generally prequalified Through CSU Online Prequalification System at PlanetBids.com 10 Working days prior to bid (11/24/15) All Bidders Must also fill out a Supplemental Qualification form (Past Performance) Sent directly to the CSU Prequalification Coordinator in Long Beach Due 10 Working days prior to bid (11/24/15) Bidders must demonstrate 4 concurrent projects over the last 5 years with a minimum value of $250,000 Include Owner references Immediate Response Project Experience Valid B License required issued by the California CSLB Official Bid Forms Will Be unlocked electronically To Prequalified Bidders only 7

8 OVERVIEW Job Order Contracting Provides: A Way to Accomplish a Large Number of Individual Projects with a Single Competitively Bid Contract On call Contractors Ready to Perform a Series of Projects for Competitively Bid Prices Immediate Response Contractor Already Under Contract with Fixed Prices Contractor May Be Asked to Perform Reconstruction At Discretion of Campus 8

9 WHY JOC? Traditional Bid System can be Slow and Costly Months from Project Identification to Contract Process Can Be Complicated Adversarial Relationship Between Owners and Contractors JOC Offers a Cost Effective Alternative to Traditional System Faster Response Days or Weeks instead of Months Based upon a Partnership Between Owners and JOC Contractors JOC is Another Way for Owners to Get Work Done in Addition to: In House Work Force Best Value Contracts Single Project, Lump Sum Bidding 9

10 JOC CONTRACT DOCUMENTS Construction Task Catalog (CTC) Pre Priced Construction Tasks CSI Masterformat 2004 Based on Local Labor, Material & Equipment Costs Customized for Each Owner 10

11 JOC CONTRACT DOCUMENTS Technical Specifications Quality of Materials and Workmanship 11

12 Bid Documents required to be uploaded on bid due date Bid Proposal Form Bidder s Bond (copy) Non Collusion Affidavit SB Preference & Cert Certification of Appropriate License Bid Proposal Signature page (copy) Bid Docs due in 24 hours Original Bidder s bond Original Bid Proposal Signature page JOC CONTRACT DOCUMENTS 12

13 PRE-BID GUIDANCE TO CONTRACTORS JOC has a Fixed One Year Term No Guaranteed Minimum Value Each JOC has a Initial Maximum Contract Value $1,000,000 CSU Reserves the right to increase the contract to $3,000,000 No Single Reconstruction Job Order can be Awarded for more than $634,000 13

14 Competitive Bid BID REQUIREMENTS Must Bid Four Adjustment Factors for Northern California and Four Adjustment Factors or Southern California Immediate Response Mitigation Factor Reconstruction Normal Working Hours 7am 3pm Monday through Friday Reconstruction Other Than Normal Working Hours 3pm to 11pm Monday through Friday Reconstruction Premium Hours 11 pm 7 am Monday through Friday, and anytime during Saturday, Sunday and University holidays Same Adjustment Factors Apply to All Tasks in the CTC Must Include all Indirect Costs & Profit 14

15 BID REQUIREMENTS Adjustment Weighted According to Anticipated Use 50% Immediate Response Mitigation Factor 20% Reconstruction Normal Working Hours 20% Reconstruction Other Than Normal Working Hours 10% Reconstruction Premium Hours Lowest Weighted Adjustment Factor From a Qualified, Responsive, Responsible Bidder Wins! The Chancellor s Office May Award A Single Contract for Both Areas or One Contract for Each Area 15

16 IMMEDIATE RESPONSE Response Times Most Campuses Meet with CSU Representative on Campus within 2 hours of notification Have initial Workforce on Campus Within 4 Hours Complete Workforce in Place Within 24 Hours San Luis Obispo, Chico and Fresno Meet with CSU Representative on Campus within 4 hours of notification Have initial Workforce on Campus Within 8 Hours Complete Workforce in Place Within 24 Hours 16

17 JOC EXECUTION PROCESS - IMMEDIATE RESPONSE Develop Scope While in Construction Contractor Develops Proposal Selects Tasks and Quantities Prepares Incidental Drawings & Sketches Prepares List of Subcontractor Contractor s Proposal Reviewed and Approved as an Adjustment to the original Job Order Issue Lump Sum Job Order 17

18 JOC EXECUTION PROCESS- RECONSTRUCTION Joint Scope Meeting Develop Scope of Work Request for Proposal Contractor Develops Proposal Selects Tasks and Quantities Prepares Incidental Drawings & Sketches Develops Schedule Prepares List of Subcontractor Contractor s Proposal Reviewed and Approved Issue Lump Sum Job Order 18

19 AUTOMATION OF SYSTEM egordian Online Automates the Entire Job Order Development Process 19

20 JOC Is A Series Of Individual Small Projects Contractor Is Not Guaranteed a Minimum Amount of Work Contractor Has A Continuing Financial Incentive To Provide: Responsive Services Quality Work Lower Cost Future Job Orders Tied to Contractor Performance No Obligation To Award Specific Projects Owner can Use All Other Methods For Accomplishing Projects JOC - WHY IT WORKS 20

21 CONTRACTOR STAFFING PLAN Staff To Match Volume Must be Responsive to CSU Staff for Procedures Professionally Competent Management Skills Problem Solvers with People Skills Team Members Must Be Able to Develop a Non Adversarial, Partnership Relationship 21

22 UNDERSTANDING THE CONSTRUCTION TASK CATALOG (CTC) Read How To Use The CTC What is in the task? What is in your factor? Working heights General Conditions you are responsible for 22

23 How to Pick the Right Items We use CSI Master Format 2004 Section 1 General Requirements Section 2 Site Work Read the Description of the Item Will Explain What is Included Use Modifiers if Appropriate Options or Alternatives for Product Quantity Discounts Restricted Working Space Non Pre priced Items 3 Quotes Read General Conditions for Pricing UNDERSTANDING THE CTC 23

24 METHODS TO CALCULATE ADJUSTMENT FACTOR (AF) Use Historical Project Data Select a Representative Completed Project You Know Scope and Direct Costs Price Project From CTC Add on Overhead and Profit Calculate the Adjustment Factor Sampling Method Evaluate a Sampling of the Anticipated Items Create a Representative Project Create a Scope of Work Get Sub Quotes or Estimate Cost Price Project From CTC Add on Overhead and Profit Calculate the Adjustment Factor 24

25 PROJECT SCOPE Renovation of a Recreation Center Replace VCT Replace Chalkboard on Front Wall with Dry Marker Board Replace 2 Doors and Hardware F84 Class 1 Lockset LCN 4000 Series Closer Glynn Johnson Stop Skim Coat Ceiling Prime and Paint Ceiling and All Walls Install 1 Air Conditioner 25

26 BUILDING THE PRICE PROPOSAL Section Mod Description UOM Price Qty Subtotal Total VCT Tile Patch Floors, Cementitious Material SF $ $ Demo Vinyl Composition Tile SF $ $ Vinyl Composition Tile SF $ $ Add for Extra Stock SF $ $ Demo Base LF $ $ Vinyl Base LF $ $ Premoded Corners EA $ $6.68 $ DryMarker Board Demo Chalkboard, 1/4 thick SF $ $ DryMarker Board SF $ $ $ Door and Hardware CY Dumpster EA $ $ Demo 3 x 7 x 1-3/4 Door EA $ $ x 7 x 1-3/4 Door EA $ $ For Solid Wood Stave Core add EA $ $ For 1-1/2 hour Fire rated add EA $ $ Wired vision glass & frame SI $ $ Classroom Lockset, F84 EA $ $ Heavy duty door closer EA $ $ Heavy duty door stop EA $ $ Varnish Wood Doors EA $ $ $

27 BUILDING THE PRICE PROPOSAL Section Mod Description UOM Price Qty Subtotal Total Paint and Plaster One coat skim coat Plaster SF $ $ Plaster Weld SF $ $ Add for ceiling SF $ $ Quantity Discount SF -$ $ Prime Ceiling SF $ $ Paint Ceiling, 2 coats SF $ $ Prime walls SF $ $ Paint walls, 2 coat paints SF $ $ $ Air Conditioner ,000 BTU Window A/C EA $ $ Aluminum A/C Bracket EA $ $ $ Total $7,

28 Formula for Calculating the Job Order Value* ADJUSTMENT FACTOR * Nonprepriced Tasks are Calculated Separately 28

29 Price from CTC VCT $ 1, Dry Marker Board $ 1, Doors and Hardware $ 1, Paint and Plaster $ 1, Air Conditioner $ TOTAL = $ 7, Cost of Work (from quotes or estimate) VCT $ 2, Dry Marker Board $ Doors and Hardware $ 2, Paint and Plaster $ 1, Air Conditioner $ TOTAL = $ 7, COMPARING QUOTES AND CTC 29

30 Overhead 8% 15% Job Order Development Joint Scope Meetings Review Detailed Scope of Work Build Proposal Subcontractor Buy out Site Supervision and Management Bonds Insurance Vehicles Home Office Support Communications Incidental Design Services OVERHEAD COSTS 30

31 Cost of Work In House + Sub Prices = $ 7, Mark up 10% = $ % = $ Total $ 9, PUTTING IT ALL TOGETHER Price from CTC $ 7, $7,305.38(Adjustment Factor) = $9, $9,189.95/$7, = Adjustment Factor Adjustment Factor =

32 High Quality of Work is Required All Work Must Meet or Exceed CSU Standards Pay Higher Prices for: Better Quality Timely Completion Cost of Supervising In House Force and Subs and Inspecting Work Before Completion Prepare and Complete Your Own Punchlist BID FACTOR CONSIDERATIONS 32

33 ESCALATION CTC Prices are Good for the Life of the Contract What About Changes in Prices Labor Equipment Materials 33

34 A Low Adjustment Factor Leads to Arguments in Proposal Review Unsupportable Tasks Exaggerated Quantities Leads to Delays in Job Order Development Takes Longer to Review Proposals Creates an Adversarial Relationship Reduced Volume of Work No Option Periods Lost Profitability No Change Orders to Improve the Margin RISKS OF LOW AF 34

35 Understand How to Price Projects from CTC Know the Value of CTC Evaluate Risk of an Unrealistically Low Bid JOC is a Long Term Relationship Volume Driven by the Contractor Put the Right Staff in Place Good Defendable Proposals High Quality Construction Timely Completion Solve Problems, Do Not Create Them REVIEW / KEY POINTS 35

36 BID DATE REVIEW Bid Due date (bid documents are uploaded to PlanetBids.com) December 10th, before 2:00 pm Bidders will be locked out of PlanteBids at 2:00 pm Bid Results will be posted on PlanetBids within 24 hours after bids are received Original documents as described must arrive to CSU before 12:00 noon on December 11, 2015 Most responsive and responsible Bidders in both regions will be determined Two Contracts in different regions may be awarded as one 36

37 QUESTIONS Please send all questions to Jay Jefferson, Construction Manager CSU Office of the Chancellor CPDC Construction Management 401 Golden Shore, Long Beach, CA Telephone: All Questions Must Be In Writing 37