Northern NJ JOC Pre-Proposal Meeting Minutes.pdf

United States Postal Service Job Order Contract

Northern New Jersey Solicitation No. 104267-22-A-0004

Proposal Meeting - 4 January 2022 – Zoom Meeting

Proposal Meeting Agenda

Proposal Instructions and Evaluation Criteria

Job Order Contract Overview

United States Postal Service Job Order Contract

Contract Documents

Process

Solicitation Details

Using the Construction Task Catalog®

Calculating the Cost Proposal

Proposal Considerations

Proposal Return Package

Proposal Instructions and Evaluation Criteria

*sam.gov / Attachment 8

Gordian’s Data, Software & Expertise

More than $2.6B in construction value is completed through Gordian’s Job Order Contracting solution yearly.

Data Construction Task Catalog® (CTC) owner specific.

CTC has over 275,000 construction tasks with preset prices.

Software Built from decades of industry experience.

Transparent and auditable.

Easily manage the functions of the construction procurement process.

Allows collaboration between owner and contractor.

Expertise Gordian created the original Job Order Contracting process in 1981.

Implemented and administered hundreds of programs.

Dedicated onsite field personnel, review proposals to ensure project success.

USPS Job Order Contract USPS Projects:

• Repair and Alteration Projects

• Capital, Expense, National Programs

• Energy, Environmental, LSAP, HVAC

Standardized Owner and Contractor Process

Statistics

• Over 50,000 Individual Completed Job Orders

• Completed Across Entire Facilities Portfolio

Job Order Contract: USPS Benefits

Why Job Order Contracting Works for USPS A fixed priced, fast track procurement process Work orders are lump sum Accomplish a substantial number of individual projects with a single competitively bid contract On-call contractors ready to perform a series of projects at different locations for competitively bid prices Contractor has a continuing financial incentive to provide:

• Responsive services

• Accurate proposals

• Quality work on time

• Timely close out

Future purchase orders tied to contractor performance

• No obligation to award specific projects

• USPS can use other means for accomplishing projects

Job Order Contract: Additional USPS Benefits

USPS also uses Job Order Contracting

Increase use of Minority and Female Owned Businesses

• The absence of pre-established quantities inhibits trade staffing by the prime contractor.

• Responsiveness requires the prime to use multiple local subcontractors.

• No bonding requirement for the sub, faster payment, and less red tape, thereby expanding business opportunities for small businesses

• All USPS contracts have subcontractor participation goals

Increase Transparency

• USPS has the ability to see and review the pricing details

Schedule Flexibility

• Fast procurement cycle is good for end of fiscal year projects

JOC Benefits for Prime Contractors

Bid One Time Sub & Supplier Relationships

Value & Quality Over Price

Fully Transparent

Quality Work Rewarded

Unit Prices Build Bonding Capacity Reduced Risk

JOC Benefits for Subcontractors

Local Contractors

Range of Projects

Simplified Procurement

Process

Quality Work Rewarded

No Bonding Requirements

Project Pipeline

Job Order Contract: An Umbrella Contract

Job Order Contract: Documents

1. JOC Solicitation

2. Proposal Return Package

3. Construction Task Catalog

4. Master Technical Specifications

5. Wage Decisions

Job Order Contract: Contract Documents

Front End Documents Read Entire Document

Job Order Contract Instructions Offer Forms Terms and Conditions Procedures for Ordering Work

*Attachment 13

Construction Task Catalog® (CTC) Catalog of pre-priced construction tasks Organized by construction specifications institute (CSI) (master format) Based on local labor, material & equipment costs The tasks represent the “scope of work” for the contract Updated annually

Technical Specifications Specifies quality of materials and workmanship Corresponds with tasks in the

Construction Task Catalog®

Wage Decisions General Decision Number

Construction Type: Building, Heavy, Highway

By Counties

Process – How is work done?

Joint scope meeting with USPS, contractor, and others to define the detailed scope of work USPS issues request for proposal for the agreed upon detailed scope of work

Proposal development

• Typical proposal due date will be 2 weeks from RFP

Proposal review Issuance of work order Total time goal: average 3-5 weeks

02 03 0401 05

JOINT SCOPE

MEETING

SCOPE OF WORK

DEVELOPMENT

PRICE PROPOSAL

DEVELOPMENT

PRICE PROPOSAL

REVEIW

ISSUE

JOB ORDER

Solicitation Details

NORTHERN NEW JERSEY NO. 104267-22-A-0004

Contract Type Minimum

Guaranteed Contract Value

Initial Contract Value

Maximum Contract

Duration (Years) CTC Renewal

Maximum Individual

Work Order

Maximum Contract Value

General $100,000 $500,000 6 Annual $1,000,000 $20,000,000

Prior to Contract Award USPS Cannot

• Identify or Commit to any Specific Project or Location

• Identify or Commit to any Specific CTC Tasks or Quantities

Retainage

• Retainage at 10% to be Paid at Construction Completion, Assessed on a Work Order Basis Only for Projects Over 30 Days in Duration

No Substantial Completion, Projects are 100% Complete or Incomplete

Payments

• Partial Payments May be Submitted Every 30 Days and Will be Paid 14 Days After Approval

• One Time Payments and Final Payments are Paid in 30 Days.

• One Payment for Projects With Approved Schedules of 30 Days or Less or Work Order Amount of $25,000 or Less

Differing site conditions or changes in scope

• Priced from Construction Task Catalog®

• Supplemental work order

• No negotiated change orders

Filings and permits

• Fees paid for all permits reimbursed 100% - no markup

Standard USPS insurance & indemnification requirements Davis-bacon wages must be paid on every job order Liquidated damages

• On a work order - by - work order basis

• Sliding scale based on work order value

Goals for minority and female participation

Internet Based Software Provided with Contract

• eGordian® Software automates the Process

• Contractor builds the Price Proposal

• Owner reviews the Price Proposal

Construction Task Catalog®

Everyone must read and understand Using the Construction Task Catalog

After the TOC in every CTC

Defines what is included in a Unit Price

Defines what is included in the Adjustment Factor

The Big Note

*Attachment 10

The Contract Documents Include All Appropriate Tasks:

Compare these prices* Sample only

32 16 23 00-0002

4” Cast In Place Concrete Sidewalk

SF

$5.06

$2,024.00

For Quantities 100 to 500, Add

SF

$2.04

$816.00

32 11 16 00-0015

4” Crushed Aggregate Base

SF

$0.63

$252.00

For Quantities Under 1000

SF

$0.18

$72.00

01 71 13 00-0003

Mobilize Backhoe

EA

$402.63

$402.63

31 23 16 36-0006

Excavation by Backhoe

CY

$3.75

$41.25

For Quantities Under 20 CY, Add

CY

$3.75

$41.25

31 23 16 36-0028

Loading Excess Materials

CY

$3.42

13.75

$47.03

For Quantities Under 20 CY, Add

CY

$3.42

13.75

$47.03

01 74 19 00-0029

Hauling to Dump Site

CYM

$0.51

$105.57

01 74 19 00-0021

Landfill Dump Fee

CY

$15.14

13.75

$208.18

$4,056.93

/400

$10.14

Non Pre-Priced Tasks

Contractor must have permission from USPS to use a Non Pre-priced Task prior to submission Three (3) Quotes on vendors’ or subcontractors’ letterhead Justification for less than three (3) Quotes may be considered Non Pre-priced Item Limit is 25% per Work Order Non Pre-priced Multiplier Benefits USPS and Contractor

Calculating the Adjustment Factors| Method #1

Using Historical Project Data

1 Select a completed project – You know the scope & direct costs

2 Price project from CTC

3 Add on overhead and profit

4 Calculate your Adjustment Factor

Calculating the Adjustment Factors| Method #2

Using the CTC to Create a Representative Project

1 Create a scope of work

2 Get sub quotes or estimate costs

3 Price project from CTC

4 Add on overhead and profit

5 Calculate your Adjustment Factor

Sample Project: Detailed Scope of Work

Sample Project: Price Proposal vs. Quotes

Sample Price: Putting it all together

Filling Out the Offer- Cost Proposal

*Sample only

1 Cost Proposal

3 Adjustment Factors

• Normal Working Hours: 8:00am to 5:00pm Monday to Friday

• Other Than Normal Working Hours:

5:01pm to 7:59am Monday to Friday, Saturday, Sunday, and Holidays

• Non Pre-Priced (Not in the CTC)

Evaluation Formula for Award Criteria

Proposal Considerations

Contractors should expect the following:

Prepare incidental drawings or sketches for some projects

• Justify Quantity Calculations

• Explain Detail of Work

Prepare proposals for some projects that may be canceled Margins on CTC tasks vary Some projects are more profitable than others Maintain a fully functioning office Maintain a fully functioning staff Hold required licenses Meet participation goals

• Small Business

• Minority

• Female

Adjustment Factor

Importance of Adjustment Factors:

• Determines awarded contractors

• Used to price individual job orders

• Price proposal total becomes the lump sum job order amount

Risks of Low Adjustment Factors

Proposal Review

Discussions

Delayed Job Order

Development

Adversarial Relationships

Inability to Improve Margins

Review / Key Points

Focus on total potential value of contract Evaluate Construction Task Catalog®

• Analyze construction tasks

• Understand the Big Note

Contractor performance drives volume

• Responsive service

• Accurate price proposals

• Safe and clean project sites

• High quality construction

• On-time completion

• On-time close out

Submit 2 Files via USPS Coupa eSourcing

FILE #1 TECHINAL PROPOSAL

Cover Sheet Executive Summary VETS-4212 Federal Contractor

PASS/FAIL REQUIREMENTS

1. Eligibility

License(s) Years in Business

2. Bonding Aggregate Bonding

3. Financial Condition Banking Letter

Factor 1 - Supplier Capability

1.1 Ability to Service the Primary

Geographic Area

1.2 Location of Firm/Core Work

Type/Firm Stability & Health

1.3 Key personnel (Experience and

Qualifications)

1.4 Contract Management Plan

1.5 Safety Experience Modification Ratio

1.6 Safety Culture/Safety Program

Factor 2 - Past Performance/Corporate Experience

2.1 Experience Providing Similar Services

2.2 Experience with JOC IDIQ Contracts

Submit 2 Files via USPS Coupa eSourcing

FILE #2 PRICE PROPOSAL PACKAGE

1. Offer & Award & Adjustment Factors Page(2)

2. Provision 1-3 Domestic Source

3. Provision 4-9 Acknowledgment of Solicitation Amendments

4. Provision F-202 Key Personnel

5. Provision 4-3 Representations and Certifications

6. Provision 9-1 Equal Opportunity Affirm Action Program

7. Provision F-401 Authorized Negotiators

• Pass / Fail Factors

• Supplier Capability and Past Performance

• Adjustment Factors

• Best Value provides the greatest overall benefit to USPS considering both technical proposal and price proposal.

• The USPS intends to make multiple awards.

Northern New Jersey Proposal Return Package Questions must be received via USPS Coupa eSourcing:

January 16 2022 at 12PM EST

Answers posted via USPS Coupa eSourcing:

Within 5 Business Days

Proposals Due via USPS Coupa eSourcing:

February 11 2022 at 3PM EST

USPS Purchasing and SM Specialist: Paige Lyne

Jacquelyn.P.Lyne@usps.gov mailto:Jacquelyn.P.Lyne@usps.gov