USDA ARS Pre-bid 08082024 v2F.pptx

USDA ARS

JOB ORDER CONTRACT (JOC) INDEFINITE QUANTITY INDEFINITE DELIVERY (IDIQ) – NATIONAL BIO AGRO-DEFENSE FACILITY (NBAF) MANHATTAN, KS Solicitation# 12805B24R0001 August 16, 2024 9:00 A.M.

Pre-Bid/Site Visit Conference Agenda JOC Overview JOC Contract Documents JOC Process Solicitation Details Understanding the Construction Task Catalog® (CTC) Calculating the Bid Bid Considerations & Review Contractor Coefficients Risk of Low Coefficients Questions

JOC Overview Indefinite delivery/indefinite quantity process (IDIQ) Enable contractors to complete a substantial number of individual projects with a single bid Tasks based on competitively-bid, preset prices

Saves time and money Provides transparency and auditability

Definition Value

JOC Overview:

Umbrella Contract Part 1 Bidding the Umbrella Job Order Contract

Part 2 Procuring Individual Projects from Owner

Owner Advertises Job Order Contract Contractors Submit Bids Owner Awards Umbrella Job Order Contracting Contract Owner Project A Owner Project B Owner Project C Subcontracting Opportunities Subcontracting Opportunities Subcontracting Opportunities

Why JOC Works For Contractors Good work is rewarded with more work Profit is a function of volume Volume is driven by performance JOC provides a steady flow of work Easier process for project proposals Long-term relationship with USDA Good work is rewarded with more work Develop partnership with USDA Ability to leverage Subcontractor and Supplier relationships Ability to sell value, not just compete to be the lowest price

Why JOC Works For Contractors Reduced Risk Fixed prices No unit price negotiations Payment for every element of work performed Ability to provide input during scope development A Fixed Priced, Fast Track Procurement Process Job Orders are Lump Sum Increases Transparency The Government can See and Review the Back-Up Pricing Details Schedule Flexibility No Shelf Life for Prices or Job/Task Orders Fast procurement cycle is good for end of fiscal year projects

Why JOC Works For USDA A Fixed Priced, Fast Track Procurement Process Job Orders are Lump Sum The Ability to Accomplish a Substantial Number of Individual Projects with a Single Competitively Bid Contract 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 USDA can Use All Other Methods For Accomplishing Projects

Why JOC Works For USDA Increases use of local/SBE/MWBE/DVBE 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 USDA reviews and approves all Subcontractors prior to issuing Job Orders USDA contracts have subcontractor participation goals for minority and female participation in each trade Increases Transparency USDA Has the Ability to See and Review the Back-Up Pricing Details Schedule Flexibility No Shelf Life for Prices or Job/Task Orders Fast procurement cycle is good for end of fiscal year projects

The 5-Step Process

USDA ARS schedules a meeting at the site with the JOC Contractor and those involved to discuss the project and Detailed Scope of Work USDA ARS prepares the Detailed Scope of Work and Issues RFP JOC Contractor develops the Price Proposal for submittal along with Construction Schedule and List of Subcontractors USDA ARS reviews the Proposal and Contractor makes any required changes necessary If Proposal is approved, USDA ARS issues Task Order

The Contract Documents Part One: Front End Documents, Instructions and Execution Documents Part Two: Contract Clauses Part Three: List of documents, exhibits, and other attachments The Construction Task Catalog® The Technical Specifications

The Contract Documents:

Front End Documents Parts One and Two Solicitation, Offer and Award Contract Clauses Scope of Work Wage Determination

Construction Task Catalog® Part Three: The Construction Task Catalog® Catalog of Pre-Priced Construction Tasks Organized by Construction Specifications Institute (CSI) Based on Local Labor, Material & Equipment Costs The tasks represent the “Scope of Work” for the contract

Part Three: The Construction Task Catalog® Contractor must review and understand “Using the Construction Task Catalog®” Rules of the game Make sure you get paid for all appropriate tasks Pages 00 – 1 to 00-6 of the CTC

Include All Appropriate Tasks:

Compare these prices

* Sample only

Understanding the General Rules of the Construction Task Catalog®:

Unit Prices are for Complete and In-Place Construction Unit Prices Include Labor, Material and Equipment. Do Not Add Labor to Repointing Task.

Unit Prices Include the Cost of Delivery to Project Site, Unloading, Storage and Handling. Delivery Height is up to 2 Stories Unit Prices Include Testing, Calibration, Balancing Etc. for New Work Unit Prices Include all Fasteners, Bolts, Anchors, Adhesives Etc. For New Work Unit Prices for Tasks Such as Windows, Doors, Frames, Countertops Etc. Include Sealant and Caulk

Understanding the General Rules of the Construction Task Catalog®:

Demo Price Includes Loading into Truck or Dumpster.

If Item Demolished as Part of Different Task, It will Not be Paid for Separately Contractor Paid for Installed Quantities Only. Waste is Included in Unit Price Assembly Prices take Precedence over Component Pricing 14’ Working Height for All Work Except Masonry 4’ Working Height for Masonry Dumpsters are a Separate Task

Understanding the General Rules of the Construction Task Catalog®: Contractors Never Get Paid Separately For the Following Moving and Returning Furniture Occupying Less than 55% of Floor Area. For Example, Moving Classroom Furniture to Paint Labor for Protecting Work in Place. For Example, a Laborer to Stay After a Concrete Pour Minor Barricades and Signage Portable Toilet, Field Office, Field Office Equipment for Contractor’s Use Layout, Site Engineering for the Work Itself

Understanding the General Rules of the Construction Task Catalog®: Contractors Never Get Paid Separately For the Following Insurance and bonds Cost of Financing the work Preparation and modification of sketches, drawings, submittals, as-built drawings, and other project records Gang boxes and storage containers for Contractor’s tools, equipment and materials All taxes for which a waiver is not available including material sales tax and equipment rental Subcontractor's overhead and profit

Non Pre-Priced Tasks Non-Pre-priced (NPP) Task is a task that does not have a pre-existing entry in the CTC. The final price of a Non-Prepriced Task shall be the Total for the Non-Pre-priced Task(s) x the Non-Prepriced Coefficient.

To support any Non-Prepriced Task, the contractor must provide the Government three (3) independent quotes, along with specifications, technical data, drawings, or other information as required to evaluate the task. If three (3) quotes are not available, less than three (3) may be approved at the discretion of the Government upon the submission of a Letter of Justification from the contractor to the Government.

The Contract Documents Part Four – The Technical Specifications Specifies Quality of Materials and Workmanship Corresponds with Tasks in the Construction Task Catalog®

Solicitation Details Award Based on Total Small Business Set Aside Contract Estimated Value is $20 Million Term is One (1) Five-Year Ordering Period for a total of Sixty (60) Months Prior to Bidding the Client Cannot:

Identify or Commit to any Specific Project or Location Identify or Commit to any Specific CTC Tasks or Quantities

Must Bid (5) Coefficients:

Facilities in Containment Normal Working Hours: Monday – Friday, 8:00AM – 4:30PM CST Facilities in Containment Other Than Normal Working Hours: Monday – Friday, 4:30PM – 8:00AM CST, including Saturday - Sunday Facilities out of Containment Normal Working Hours : Monday – Friday, 8:00AM – 4:30PM CST Facilities out of Containment Other than Normal Working Hours : Monday – Friday, 4:30PM – 8:00AM CST, including Saturday - Sunday Non Pre-priced (For Tasks not found in the CTC) Coefficients Apply to All Tasks in the CTC and the Non-Pre-priced Coefficient applies to Non-Prepriced Work Definitions and requirements are detailed in Attachment 12 Each Coefficient is Weighted to Create an Award Criteria Figure

Differing Site Conditions or Changes in Scope Priced from Construction Task Catalog® Supplemental Job Order No Negotiated Change Orders Filings and Permits The amount of such fee paid by the contractor shall be treated as a reimbursable task paid without mark-up. The contractor shall provide a receipt for any such reimbursement request.

Liquidated Damages On a Job Order - by - Job Order basis

52.211-12 LIQUIDATED DAMAGES--CONSTRUCTION (SEP 2000)

BID BOND

The amount of the bid guarantee shall be $3,000,000.00.

Bid Bonds must be provided using Standard Form 24 (see FAR 28.106-1) and be from a corporate surety listed in Department of Treasury Circular 570. Individual sureties must be acceptable to the Contracting Officer (see FAR 28.203) and be accompanied by Standard Form 28 Affidavit of Individual Surety.

The bidder shall furnish a bid guarantee in the form of a firm commitment, e.g., bid bond supported by good and sufficient surety or sureties acceptable to the Government, postal money order, certified check, cashier’s check, irrevocable letter of credit, or, under Treasury Department regulations, certain bonds or notes of the United States.

Solicitation Contract Type Maximum Total Contract Term Minimum Contract Value Maximum Contract Value over full term Payment Performance Bonding 12805B24R0001 Commercial & Institutional Building Construction 5 Years $2,000 $20,000,000 Task Order Basis

Access to Gordian’s JOC Management Software, Construction Task Catalog®, other proprietary materials Most advanced technology and data in the marketplace Paperless Efficient Tasks and prices input directly... no fishing through old files and estimating books for costs JOC Program training Gordian Software training Software support: 8AM to 10PM EST Monday - Friday Contractor is required to execute Gordian’s JOC System License

Calculating the Coefficients: Method to Calculate Use Historical Project Data Select a Completed Project Try to choose a multi-trade project You Know Scope and Direct Costs Price Project From CTC The more projects that you evaluate, the more confidence you can have in the pricing Add on Overhead and Profit Calculate the Coefficient

Calculating the Coefficients Sample Project: Detailed Scope of Work Interior Renovation Doors and Hardware Replace 12 interior doors, hinges and hardware Doors shall be 3x7, solid core wood doors Grade 2 locksets with knobs Replace 2 push bar exist devices and door closers on exit doors Interior Lighting Replace all lay-in troffer fixtures on first and second floors. 48 in total Replace 4 exit fixtures Replace 12 industrial fixtures in shop area Plumbing Fixtures Replace 8 bathroom sinks, 8 faucets, and 8 toilets in men’s and women’s bathroom in admin building and shop area Replace 4 water fountains Replace Boiler Demo existing boiler and as much piping and venting to accommodate new boiler. Install a new 1028 mbh oil-fired cast-iron boiler. No access for packaged boiler. Must field assemble sections. Provide new piping as required.

Normal Working Hours Apply

Sample Project: Price Proposal

Sample Price: CTC vs. Quote Direct Cost of Work from Quotes or Estimates

TOTAL = $ 66,344.12

TOTAL = $ 65,000.00

Direct Cost of Work from CTC

Sample Price: Putting it all together

Coefficient (= E / F) = 1.3520

*Sample Only. Contractor to determine O/H & Profit. Prepare this calculation for more than one sample project.

6.

Sum the Extended Total column.

The Sum is the Award Criteria Figure.

Filling Out the Coefficient Proposal Form

* Sample only 0 3 6 7 3 0 1 2 3 3 0 1 2 1 2 0 1 0 0 0 1 1 9 3 2 0 4 8 1 4 1 2 0 3 4 1 2 1 2 4 1 2 2 4 4 1 2 3 3 3 1 1 0 0 0

Bid Considerations:

Annual Update to the CTC C.2.13 The Construction Task Catalog® issued with the bid will be in effect for the first year of the Contract.

On the anniversary of the Contract, a new Construction Task Catalog® will be furnished. The new Construction Task Catalog® will be effective for the twelve (12) month period after the anniversary of the effective date of the Contract. The Construction Task Catalogs® that accompany each anniversary shall only apply to Task Orders issued after the effective date of that specific anniversary and shall have no impact on Task Orders issued prior to the effective date of that specific anniversary.

The Coefficients submitted with the Proposal shall be used for the full term of the Contract, plus any Option Terms (if implemented). On the annual anniversary of the Contract, the Government shall issue the Contractor a new Construction Task Catalog®. The Contractor will be issued the new Construction Task Catalog® for review prior to accepting new Work. The Contractor shall use the Construction Task Catalog® in effect on the date that the Task Order is issued. However, the Contractor cannot delay the issuance of a Task Order to take advantage of a scheduled update of the Construction Task Catalog®. In that event, the Contractor shall use the Construction Task Catalog® that would have been in effect without the delay.

Bid Considerations Contractors Should Expect To Prepare Incidental Drawings or Sketches for Some Projects Justify Quantity Calculations Explain Detail of Work Prepare Proposals for Some Projects That Might be Canceled Margins on CTC Tasks Vary Some Projects are More Profitable than Others Provide Office Manager and a Superintendent assigned to this Contract Hold Required Licenses

Contractor Coefficient Importance of Coefficients Determines Lowest Bidder Used to Price Individual Work Orders Price Proposal Total Becomes the Lump Sum Task Order Amount

Risks of Low Coefficient Leads to Arguments in Proposal Review Unsupportable Tasks Exaggerated Quantities Leads to Delays in Work Order Development Takes Longer to Review Proposals Creates an Adversarial Relationship Reduced Volume of Work Will Shorten Contract Lost Profitability No Second Chance to Improve your Margin

Review of Key Points Focus on Total Potential Value of Contract $20 M over five years Evaluate Construction Task Catalog® Analyze Unit Prices Know the General Guidelines for Using the CTC Contractor Performance Drives Volume Ability to Market Program and Services Responsive Service Accurate Proposals Safe and Clean Project Sites High Quality Construction On-Time Completion On Time Close Out

Make Sure you Signed the Attendance Sign-In Sheet

All questions concerning this solicitation must be sent to:

David Reynolds E-mail: david.reynolds2@usda.gov

Bids due :

September 3, 2024, by 06:30 am CDT Bid Submission:

Questions & Submitting the Bid image8.png image18.png image19.png image4.png image20.png image21.png image22.png image23.png image24.png image25.jpeg oleObject1.bin

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 image26.emf image27.png image28.png image29.png image30.png image31.png image32.png image33.png image34.png image15.png image9.png