10-EXHIBIT H Job Order Procedures.pdf

EXHIBIT H

RFP 2026-03

JOB ORDER PROCEDURES

1. Job Order Procedure Overview

• Work under this Contract shall only be performed under the basis of a Job Order or Amended Job Order (Change Order) that has been executed by both parties.

• The Town will request work from a Contractor by means of a Draft Job Order and will establish a project scope of work, site location, schedule, and priority. The project scope of work will be a general description of the desired work, provided with the goal of assisting the Contractor with the allocation of labor, equipment, and materials.

Generally, the project site will consist of a single location; however, the project site may consist of multiple locations, whenever necessary to reduce the number of mobilizations for multiple project locations within close proximity of each other. Generally, the Draft Job Order will specify the scope of work, an estimate of quantities, and a desired performance schedule.

• All Draft Job Orders may require the Town and Contractor to conduct a meeting onsite. At this meeting, several items, including but not limited to the following, shall be discussed and mutually agreed upon to the maximum extent practical in the field:

o project objective(s) o cost effective solution(s) o line items required for the job o quantities for each line item o equipment o disposal of debris o access/staging areas o mobilization o work hours o schedule (number of days and start date)

• The Town will be responsible for assessing permitting needs and will address these prior to the issuance of any Job

Order.

• The Town will review the Contractor’s comments and may revise the Job Order. The scope of work, estimate of quantities, performance schedule, and not to exceed fee shall be negotiated and agreed upon for each Job Order by both the Town and the Contractor prior to beginning work. Once the Job Order is signed by both the Town and the Contractor, the document is considered executed, and the Contractor shall begin work according to the schedule in the Job Order.

• Where time is of the essence, the Town may impose liquidated damages. This shall be clearly indicated in the Job Order. Liquidated damages in the amount specified on the executed Job Order will be assessed for each day beyond the Job Order deadline until the work is substantially complete.

• Once the Town and Contractor have signed the Job Order, the Job Order is executed.

2. Timing and Schedules

• The performance schedule for each Job Order shall be negotiated and mutually agreed to by the Town and

Contractor.

• Once the Job Order is executed by both parties, the Contractor shall have ten (10) calendar days to commence work, unless there is a specific timeframe stated on the Job Order and mutually agreed to by the Contractor and the Town.

• Time extensions must be requested in writing by the Contractor, with proper justification.

3. Construction Documents

Most of the projects will be based on a sketch plan, Site Map or approved site plan drawings, with the appropriate lines, labels, grades, information, and dimensions necessary to execute the work. The applicable specifications and details will be specified or attached to the Job Order. The executed Job Order must be located at the job site at all times.

If the Job Order is not onsite, the Town may issue a stop work order until the issue is corrected, at no additional cost to the Town. The Contractor shall provide all submittals in accordance with the Contract. The Contractor shall maintain Record Drawings of the work onsite and provide these to the Town at the completion of the project. Once all work is complete and accepted by the Town, the Contractor shall submit to the Town a Statutory Affidavit certifying that all Subcontractors and material suppliers have been fully compensated.

4. Amended Job Orders (Change Orders) The Contractor shall notify the Town immediately if they recognize that a Amended Job Order is required (i.e.

additional material, equipment, labor, or time is needed, or there is a change in scope of work). The Contractor shall not perform any work outside of the Job Order Scope of Work without first notifying the Town and executing a Change Order. Any additional service, material, equipment, or labor that is utilized/performed without the Town’s prior authorization will not be reimbursable.

5. New Items

The Town understands that the Pricing Breakdown is not all-inclusive of labor, material, and other resources necessary for the completion of the services performed under this Contract, and that additional services may occasionally be necessary. Any such additional services will be negotiated as needed for each particular Job Order, and the negotiated rate will remain in effect for the duration of the Job Order. Rates/charges for additional services may be changed from one Job Order to another but are subject to the Town’s review and approval. The Town reserves the right to solicit cost information for such additional services from other Contractors and may award the work to another Contractor at its convenience. Any additional services that are performed without the Town’s prior written authorization will not be reimbursable. The Contract shall be amended to include new items as deemed necessary by the Town.

6. Subcontractors All Subcontractors must be pre-approved in writing by the Town. All Subcontractors used on this Contract must have a Town Business License, as well as the insurance and licenses required by the work and the Contract.