Job Order Contract Services

Capability Development – STRATEGY DEVELOPMENT & DEPLOYMENT

Strategy without tactics is the slowest route to victory.  Tactics without strategy is the noise before defeat.”  – Sun Tzu

• Planning, Procurement, and Project Delivery 
  • Review current processes and resources
  • Define goals and objectives
  • Quantify risks and obstacles
  • Create workflows and documentation
  • Embed processes into supporting technology
  • Support program and personnel requirements
  • Establish and monitor quantitative performance measures
• Business Process Re-engineering
• Creating Value and Actionable Insights
• Cost Savings
• JOC / IQC / IPD Program Development and Support 
• Workflow Optimization

4BT provides an experienced professional team that will assist with configuring, implementing, and supporting a best value JOC Program or IPD Framework. Our team reports directly to the real property owner and is available to assist owners and awarded design-builders throughout the JOC Program/IPD Project lifecycle.

• Quantify objectives and outcomes
• Identify the organizational capabilities needed to achieve measurable improvement
• Develop and maintain collaboration among internal and external teams
• Process/role integration

• Information Technology Development and Implementation
• Cost Estimating – Owner / Independent Government Estimating (IGE)
• Work Order Management and General Reporting
• Change Order Management
• Facilities Management Training
• Job Order Contract/Contracting Training
• Software User Training
• Procurement Consulting, Procurement Support, Procurement Documents
• Unit Price Book Development and Updating
• JOC/IQC Facilitation Support
• Sustainable Landscape Architecture, Maintenance and Operations, Building Operations Sustainability (Green Building Operations)
• Facilities Condition Assessment Process Development and Support
• Detailed Line-Item Construction Cost Estimating Training
• Facilities Maintenance and Operations Auditing
• JOC Program Audits
• JOC Proposal/Estimate Audits
• FM and Design/Builder Staff Development
• Budget Collaboration Reviews
• Strategic Development and Planning
• Improve Operational effectiveness and performance
• Enable enterprise-wide reform
• Create and sustain data-driven decision making
• Support broader digital transformation
• Build organizational success through redesign
• Enterprise Risk Management
• Process modeling and related data capture
• Enable Data driven decision making
• Cultural transformation
• Digital transformation
• Organizational Design
• Data analytics
• Governance
• Enterprise Architecture
• Change Management
• Strategic communication
• Design thinking
• Knowledge management
• Prototype Development
• Status of current and planned tasks and subtasks
• Base schedule overlaid with actual schedules, for each task
• Project Organization
• Project Transition Processes and Schedule
• Work Breakdown Structure (WBS)
• Process Management and Control
• Overall Organizational Structure
• Project Responsibilities to include process flowcharts for all major
  tasks
• Task dependencies and interrelationships
• Contractor personnel assignments and duration (Staffing Plan)
• Updated Deliverable Schedule (based on solution)
• Deliverables (draft, interim, final, etc.),
• Contingency Plans (where appropriate),
• Contractor travel information
• Quality Control plan
• Risk Management plan
• Subcontract Management (organization of personnel, software and
  hardware)
• Monitoring mechanisms including Program Metrics
• Automated Tools, Techniques, and Methods 

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Planning – Strategic, Tactical, Operational

• Meeting budgeted costs project.
• Cost savings achieved by reduction of administrative burden, errors, omissions and few expense resulting from changes.
• Meeting schedule target dates for projects.
• Higher team productivity
• Improvements in quality and safety
• Environmental benefits due to waste reduction
• Increases in client and team satisfaction.
• Fewer disputes and virtual elimination of litigation.
• Superior conflict resolution strategies
• Risk mitigation
• Improved relationship for intra and interorganizational project teams.
• Superior early and ongoing financial and technical communications.
• Greater cost visibility and transparency
• Improved use of available funds.
• Better quality of life for participants.
  
  

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LEAN Job Order Contracting – Self Assessment Survey

How would your organization rank? If you want to take the survey, send your email.

 

 

 

Outstanding experience… and excellent support during and after implementation. 
– Municipal Government Agency

 

 

Our services are designed to meet a wide range of needs, from a quick response in order to meet a critical deadline, to a comprehensive analysis and recommendation that meets the most stringent regulations.

4BT OpenJOC Custom Unit Price Book Development 

4BT On-Site Training Class

4BT On-Line Virtual Training Class

Professional Services

JOC Program Implementation

Informal JOC Estimate Compliance Review Per Audit (ICR)

Formal JOC Estimate Compliance Review Per Audit (FCR)

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• JOC Estimating Services, including Independent Government Estimating (IGE), 3rd Party Independent Estimating
• Estimate Reviews
• Training, Certification, and Technical Support
• JOC Program Audits
• Development and Review of JOC  Request for Information or Request for Proposal Packages
• JOC Certification Programs
• JOC Program Marketing

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Four BT, LLC is uniquely qualified to conduct an audit of your  Job Order Contracting Program.  Our staff fully understands all aspects of JOC implementation, spanning strategy and tactics.   Our experience includes hundreds of public sector real property owners, contractors, subcontractors and business cooperatives.

Best practice implementation of Job Order Contracting can provide multiple benefits:

• More responsive services available “on-demand”

• Higher quality work product

• Shorter procurement timelines

• Shorter overall project delivery timelines

• Lower total project costs

• Common data environment – CDE

• Higher overall levels of satisfaction (from all program participants)

• Greater financial visibility and transparency

• Share levels of risk/reward

• A collaborative working relationship between all program participants

• Long / longer term mutually beneficial relationships

• Improved resource utilization / reduced waste

To achieve these important benefits, however, ongoing performance management of your Job Order Contract (JOC) is a requirement as is owner leadership and commitment.

Job Order Contracting is a LEAN best-management practice based upon collaboration, transparency, shared data, education, monitoring, and continuous improvement.   An effective measurement system for a job order contract requires a full understanding of program OBJECTIVES, GOALS, and REGULATORY REQUIREMENTS in consideration of both global oversight and local capabilities of all JOC program participants.

 

A typical JOC workflow associated with JOC projects/task order is shown in the above figure.   Each of the primary phases commonly associated with a JOC task order requires review for appropriateness with respect to the Owner’s JOC program.   Qualitative and quantitative analysis can provide visibility into existing conditions and recommendations and/or corrections to enable future program improvement.

JOC task orders associated with the audited JOC should be evaluated with respect to established JOC KPI’s.   Metrics should be provided in standard units of measure and/or other common classification systems.

Key performance indicators help to monitor the overall administration of a JOC program, individual projects / task orders, workflows, deliverables, and outcomes.

Timely, accurate, repeatable, and verifiable information based upon standardized terms, definitions, and data architectures enables the establishment of baselines from which continuous improvement of processes, practices, and outcomes can be compared.

Project Execution (Sample Template)

• Introduction of personnel
• Overview of project tasks
• Review of organization (complexity)
• Schedule (shows major tasks, milestones, and deliverables; planned and actual start and completion dates for each)
• Communication Plan/lines of communication overview
• Discussion of Program Management Plan (PMP)
• Travel notification and processes
• Security requirements 
• Invoice procedures
• Monthly meeting dates
• Reporting Requirements, e.g., Monthly Status Report (MSR)
• POCs
• Roles and Responsibilities
• Prioritization of activities
• Project management processes
• Any initial deliverables
• Other logistic issues
• Quality Control Plan (QCP)
• Sensitivity and protection of information
• Points of contact
• Location of technical and project management documentation
• Status of ongoing technical initiatives
• Transition of key personnel
• Schedules and milestones
• Actions required of the client
• Coordination of IT related programs, issues
• Additional issues of concern 

 

Job Order Contracting Key Performance Indicators

JOC Key Performance Indicator	Unit of Measure / Other Classification Method
Projects Completed On-Time	% / Number
Project Completed On-Budget	% / Number
Training Frequency / Type	Annual (Introductory, Advanced, Owner, Contractor)
Quotations Issued (Contractor)	# / Year
Quotations Issued On-Time	% / Year
Number of RFQs Issues (Owner)	# / Year
Average Quotation Time (Contractor)	Days
Number of Estimates (Owner)	# / Year
Average Estimate Creations Time (Owner)	Days
Estimate Variance (Owner/Contractor)	%
Average Number of Negotiation Cycles / Task Order	#
Percentage of Projects Requiring Change Orders	%
Average Project Delivery Time	Days
Level of Quality	1-5 Ranking
Contractor Responsiveness	1-5 Ranking

Additional Consideration Areas:

What problems or issues with the JOC program need to be addressed?

How does the JOC Program compare to alternative construction delivery methods used?

How are Job Order Contract activities dispersed throughout the year?

What type of projects are typically assigned to the JOC program?

Should the JOC Program be expanded?

Where possible, audit results should be  be compared to available JOC research (example: 2015 JOC Performance Study – Arizona State University).

The total period for a JOC audit averages approximately ten (10) months from notice to proceed and mobilization.  Audit methodology involves detailed primary research and data collection concerning practices involved at each stage of the JOC Program workflow and subsequent calculation of JOC Key Performance Indicators (KPIs).