Work Execution and Contract Administration
During this operational phase of the JOC contract, procurement/facility management/engineering generate task orders for various construction services to be performed by the contractor. The first step is for the assigned Owner “JOC project manager” to request a proposal for the task order, which is then approved by purchasing.
It is generally a best practice and recommended that the owner and the contractor conduct a joint site visit to verify specific requirements and note any site conditions that could affect execution of the task order.
The contractor responds to the Job Order RFP by delivering a detailed unit price line item proposal for accomplishing the task.
The timing for contractor response should be specified in the JOC contract.
If the task order is over a specified dollar threshold, the owner JOC project management will, at the same time, prepare an independent owner estimating (also called an Independent Government Estimate (IGE) in the federal sector). An IGE is REQUIRED for orders valued above a set level, generally $100,000-$150,000 or more.)
Purchasing and facility management review the contractor’s proposal and purchasing negotiates a fair and reasonable price. Purchasing then issues a task order.
Quality assurance, inspection, and acceptance procedures are similar for JOC task orders as for other construction contracts and task orders.
While purchasing generally has primary responsibility for the JOC contractually, the facility management/engineering staff handles technical aspects. These and all joint responsibilities of purchasing and facility management/engineering must be clearly defined. Proper JOC program execution requires joint execution and monitoring by both the facility management/engineering and purchasing authorities.
Responsibilities should be spelled out for the various contract administration functions – including such areas as payment disputes, appeals, total or partial contract termination, task order termination, and contract closeout. The contract administration plan is part of the JOC execution SOP.
Facility Management/Engineering Organization Staffing Plan. Discuss the organization staffing plan and assignment of responsibilities for the personnel who will be involved with the JOC contract.
Contract Clauses. Identify any specific contract clauses contemplated for inclusion in the solicitation and contract, including those covering bonding, response times, operating hours, quality control, subcontracting plan, and progress payments.
Subcontracting Plan Regarding Small, Small Disadvantaged and Women-Owned Small Business. Discuss the planned structure of the contract to ensure compliance with small, small disadvantaged and women-owned small business subcontracting requirements.
Milestones for the Acquisition Cycle. Identify and establish milestone dates and critical events, to ensure timely accomplishment of the acquisition.
Identification of Participants. List the individuals who participated in preparing the plan for acquisition, giving contact information for each.
LIMITATIONS
Task Order Size: Task orders have an estimated minimum value and maximum value.
Non-Prepriced NPP Items: The percentage of NPP (items used in a task order that are not included in the UPB) generally are stipulated not to exceed 10% of the total value of prepriced items.
Work Limits): JOC cannot be used to purchase supplies, architect and engineer (A-E) services, or other non-construction services.
Note: Services such as carpet installation, landscaping, asbestos removal, and building demolition are generally considered construction services.
Ordering Limits: Individual task orders generally have associated limits. For example, this value by range from approximately $100,000 to $500,000 based upon the sector. There may also be limits in terms of the total value of NPP items allowed, regardless of the percentage noted above.
Modifications to task orders: Modifications are allowed, however, only per established limits per contract.
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