13-EXHIBIT L - Job Order Procedures.pdf

Stormwater Maintenance & Repair Services 1 Job Order Procedures

EXHIBIT L

RFP 2025-30

Stormwater Maintenance & Repair Services

JOB ORDER PROCEDURES

1. Job Order Procedure Overview

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

• The Town will request work from a Contractor by means of a Draft Job Request and will establish a project scope of work, site 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 Request will specify the scope of work, an estimate of quantities, and a desired performance schedule.

• All Draft Job Requests shall require the Town and Contractor(s) 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 construction materials, o construction methods, o construction limits, o construction access/staging areas, o clearing limits, o tree removal, o traffic control, o erosion and sediment control, o utility coordination, o mobilization o work hours, and o schedule (number of days and start date)

• If the onsite meeting between the Contractor(s) and the Town is not feasible, the

Contractor(s) shall perform their own onsite meeting to determine the factors listed above prior to the Town issuing the Final Job Request and/or the Contractor submitting a Work Plan.

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

• The Town shall coordinate the project with the utility companies during the scoping and design phase and shall endeavor to determine potential utility conflicts prior to construction.

Stormwater Maintenance & Repair Services 2 Job Order Procedures

• After the onsite meeting, if necessary, the Town shall prepare and deliver to the Contractor(s) a revised Final Job Request containing a specific scope of work, estimate of quantities, and desired performance schedule.

• The Contractor(s) shall respond to the revised (if applicable) Final Job Request by submitting a Work Plan (i.e. proposal) based upon the plan, scope, quantities, and values from the Contract Unit Cost Schedule. The written Work Plan will include a brief description of the work, an itemized quote based on the Unit Cost Schedule in the Contract, an estimate of the project’s completion date, a brief description of the necessary mobilization and justification for additional costs (if greater than the minimum 5%), a brief description/plan of the proposed traffic control measures (justification must be provided for the traffic control costs), any proposed Subcontractors, and any sketches, photographs, maps, records or additional information to explain the order and methodology by which the Contractor plans on completing the work.

• The Town will review the Work Plan, and will approve, reject, or amend it as quickly as possible. The Town reserves the right to utilize the entirety or any portion of the Contractor’s Work Plan, and the Town may add, omit, or modify items and quantities at its discretion. If the Work Plan is amended or is approved as submitted, the Town will issue a Job Order, which will serve as the Contractor’s Notice to Proceed for the project.

If a Work Plan is rejected, the Town will generally allow the Contractor to revise and resubmit its Work Plan. However, the Town reserves the right to solicit a Work Plan and/or cost estimate from another Contractor, and may award the project, or portions of the project, to another Contractor, at its convenience.

• Once the Contractor has been selected and the Work Plan is approved, the Town will issue a Job Order, which will include the approved Work Plan and any modifications made by the Town, the scope of work, the estimate of quantities, and the work schedule. 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.

• The Job Order packet shall include the Job Order Form signed by both parties (i.e. the Town and Contractor) and include the following attachments:

o Sketch Plan, Site Map or Construction Drawings of the work to be performed, with dimensions and quantities labeled o Construction limits, including site access and staging areas o Construction details and sections, as necessary o Calculations for quantity estimations, including cross-sections or dimensioned drawings, where necessary o Site specific information (e.g. tidal influence, direction of flow) o Photographs o Applicable specifications o Proof of Easement or Right-of-Entry for any work outside of a public rights-of-way

And where applicable:

o Permits (and conditions) o Tree removal plan o Erosion and sediment control plan

Stormwater Maintenance & Repair Services 3 Job Order Procedures o Traffic control plan

• Where time is of the essence, the Town may impose liquidated damages. This shall be clearly indicated on 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.

• The Town’s Department Head or designee will sign the Job Order. The Contractor shall designate their personnel with signature authority, but at minimum the Designated Representative must have Job Order signature authority. Once both 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.

• The Contractor(s) shall meet with the Town for an onsite meeting within 5 business days of the Town’s Draft Job Request. If it is not feasible for the Contractor to meet with the Town within this timeframe, the Contractor must complete their own site visit prior to the Town issuing the Final Job Request or the Contractor submitting their Work Plan.

• The Contractor(s) shall develop and submit a Work Plan based on the Final Job Request, within 3 working days of receipt.

• Once a Contractor is selected and 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.

• The Contractor shall notify the Town at least 48 hours prior to starting work. If proper notification is not given to the Town, the Contractor may have to demobilize and remobilize at the Contractor’s expense.

• Emergency Response:

o The Contractor may be asked to respond to and/or assist with emergency requests. If the Town is unable to secure the area, the Town would expect the Contractor at a minimum to secure the impacted area/public hazard temporarily (i.e. temporary signage, barriers, lane closures, etc.) at its earliest convenience until such time the Job Order could be issued for a Contractor to perform the construction work.

• Time extensions must be requested in writing by the Contractor and will be handled via the Change Order process as specified in the General Conditions.

• The Contractor shall be responsible to request utility locates in a timely fashion that does not impact the Job Order schedule. The Contractor will not be allowed to start construction until they have submitted the SC811 ticket or number to the Town if the ticket is not available.

3. Construction Documents Most of the projects will be based on a sketch plan, Site Map, or approved construction drawings, with the appropriate lines, labels, grades, information, and dimensions necessary to execute the work. The applicable specifications and construction details will be specified or attached to the Job Order. The 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

Stormwater Maintenance & Repair Services 4 Job Order Procedures 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. Change Orders The Town will use the EJCDC Change Order Form and the process identified in the General

Conditions of the Contract. The Contractor shall notify the Town immediately if they recognize that a Change 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 or receiving written authorization. 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 Unit Cost Schedule 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.

All subcontracted work for items not listed in the Unit Cost Schedule shall be paid for by the Town at the Subcontractor’s Cost of Work plus a fee, according to the General Conditions (Exhibit B). Any proposed subcontracted work must be submitted to the Town via an estimate provided by the Subcontractor prior to the subcontracted work being approved in writing by the Town. The Subcontractor costs in the estimate must be inclusive of all direct and indirect costs associated with completing the work, including, but not limited to, mobilization, equipment, labor, and fuel costs.

6. Communication The Contractor’s Designated Representative will be the only point of contact between the Contractor and the Town, and must have sufficient availability to meet onsite and correspond as necessary for the duration of this Contract. The Designated Representative will submit all invoices and supporting documentation. They will also be responsible for scoping projects, executing Job Orders, resolving all conflicts with paperwork and field work, and answering any questions the Town may have. If the Designated Representative changes, or there is someone designated in their absence, the Town must be notified in writing.

7. 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

Stormwater Maintenance & Repair Services 5 Job Order Procedures required by the work and the Contract. No Subcontractor may be used under this Contract without prior written approval from the Town.

8. Utility Coordination

The Town will coordinate with utilities where needed during the scoping and design of each Job Order, but makes no assurances regarding potential utility conflicts. The Contractor shall be solely responsible for locating existing utilities, supporting existing utilities, and for any damages to all existing utilities during the course of the work. Utilities must be located prior to excavation. Utility depths, locations and elevations shall be verified by the Contractor.

The Contractor shall provide the Town copies of the SC811 ticket and number as soon as it is received and it shall be attached to the Job Order as a submittal. Work cannot commence without submitting the SC811 ticket or number to the Town if the ticket is not available.

9. Traffic Control

The Contractor shall at all times follow the requirements of the current MUTCD guidelines and the SCDOT Work Zone Safety handbook. If applicable, the Town shall provide a traffic control plan to be implemented by the Contractor in the Job Request. Traffic Control will be negotiable per project and must be sufficiently justified and documented in the Contractor’s Work Plan, and is subject to the Town’s review and approval. If the Contractor continues to be unreasonable and excessive in their Traffic Control costs, the Town may cancel the Contract or assign the work to another Contractor at its discretion.

10. Payment Procedures

The Contractor shall follow the payment procedures outlined in SC-25-Measurement and Payment in the Special Conditions. Measurement and payment shall be made for completed work and materials stored, based on the Job Order and the Contract Unit Cost Schedule.

Payment will be made according to actual quantities expended (i.e. not estimated quantities).

After work has been completed, the Contractor shall submit post-project photographs, videos, timesheets, dump/haul/load tickets, or other documentation to verify the actual labor, materials, and other resources used to complete each Job Order, to the Town’s satisfaction.

At the completion of the work, the Contractor shall meet with the Town onsite for a final inspection at which time all actual quantities shall be measured and reconciled via a Project closeout Change Order prior to the final payment application submittal. The payment application submittal shall include adequate documentation (i.e. load/haul/weigh/disposal tickets, Subcontractor invoices, materials purchased, etc.) for the work completed. The Contractor shall certify the payment application forms and ensure they correlate with the Job Order.

11. Documentation

The Contractor shall be responsible for taking photographs of all pertinent construction activities, such as, existing site conditions, pipe installation, pipe bedding, joint connections, joints being wrapped, sealed pipe connections at all structures on the interior and exterior of the structures, final grade work and stabilization, final pavement, utility damage by Contractor, utility bore damage through stormwater infrastructure, and existing conditions of stormwater infrastructure before repair (e.g. corroded/deteriorated pipe, poor grout connections). All photographs shall be labeled by date/direction/location/Job Order and submitted with invoicing in a format approved by the Town.

Stormwater Maintenance & Repair Services 6 Job Order Procedures

12. Job Order Close Out Procedures To close out a Job Order, the Town shall conduct a final inspection to determine that all work on the Job Order has been satisfactorily completed. The Contractor shall submit their record drawings to the Town. Actual material quantities, equipment time, and labor time shall be reconciled based on the Town’s inspections and documentation of the Contractor. A project closeout Change Order must be processed and approved. The final request for payment (including final quantity adjustments) shall be agreed to by the Contractor and the Town before it is processed and paid. The final certification/affidavit that all Subcontractors and vendors have been paid in full must be received by the Town and filed with the Legal Department. All project related test reports and material certifications must be received and accepted by the Town. As-built surveys and/or record drawings must be received and accepted by the Town.