31-05 Exhibit 5 Task Order Process.pdf

Los Angeles World Airports Miscellaneous Construction via Job Order Contracting

Exhibit 5 Page 1 of 4

“Exhibit 5”

TASK ORDER PROCESS

The following is a brief description of how Task Orders authorizing work under the JOC contract will be created and authorized. JOC utilizes contractual prices (task price multiplied by quantity and coefficient) and an established Task Order process to execute multiple small projects throughout the contract term. The following is a brief description of LAWA’s expectations regarding Task Order development under the Contract. LAWA expects proactive involvement on the part of the JOC Contractor in the definition and development of Task Orders.

A. LAWA will issue a Notice of Work Requirement (NWR). The Notice could range from the issuance of complete bid documents to issuance of a partially defined scope of work, to telephonic/email communication of a general project need.

B. Within two (2) business days of LAWA’s issuance of Notice of Work Requirements, JOC

Contractor will schedule and attend a Joint Scope and Site Visit Meeting with LAWA and other relevant parties (JOC Contractor will be responsible for attendance of design professionals and key subcontractors as needed). JOC Contractor shall not serve as the Architect or Engineer of Record. However, they may be tasked to provide design services under certain Task Orders, including all design-build elements.

When a Task Order includes design services, JOC Contractor is responsible for ensuring that the design professional attends Joint Scope and Site Visit Meetings. The purpose of the Joint Scope and Site Visit is to further define the scope of work and project needs.

C. Within 10 business days of the Joint Scope and Site Visit Meeting, JOC Contractor will submit to LAWA a Task Order Proposal consisting of the following elements:

1. Detailed Scope of Work consisting of, but not limited to, the following:

• Photographic documentation of the existing site with notations of work to be performed.

• Line drawings and associated notes to clearly delineate floor plans, reflected ceiling plans, site plans, electrical or piping diagrams, and any other relevant information.

• When required by LAWA or other Authorities Having Jurisdiction (AHJ) as determined by LAWA, stamped architectural and engineering (A/E) drawings which reflect information required for AHJ or permitting approval. Design requiring a stamp from a professional engineer and/or architect will be

Exhibit 5 Page 2 of 4 compensated as a line item (Priced if exists, or Non-Pre-Priced). However, minor incidental design, not requiring a stamp will be part of the coefficient.

In some instances, LAWA may provide, at its sole discretion, A/E staff to perform professional review and stamp for JOC Contractor-generated documents or calculations. However, JOC Contractor should not rely on LAWA to provide these functions. In addition, JOC Contractor is solely responsible for independent A/E approval of all design-build elements, including, but not limited to Americans with Disabilities Act components, fire and life safety systems, and structural design elements and systems. Where professional design services are required, LAWA may at their sole discretion extend the period time for Proposal development based on the project scope and design needs. LAWA expects a high level of JOC Contractor due diligence during Task Order development, including but not limited to:

o Review as-built drawings (one resource is LAWA’s Airport Engineering

Geographic Information Systems (AEGIS)).

o Thorough site investigations.

o Where site investigation requires potholing, selective demolition, or other substantial exploratory work, JOC Contractor shall request, and LAWA may approve, at its discretion, a separate Task Order for this work.

o Interface with Authorities Having Jurisdiction (AHJ) to determine permitting requirements.

o Investigation of electrical panel capacity.

o All costs of Task Order Proposal development shall be included in JOC

Contractor’s coefficient. While LAWA will make a good faith effort to engage the JOC Contractor on projects that have a reasonable chance of being approved, LAWA may decline to proceed with Task Orders based on funding, costs, or other changes to LAWA program priorities.

2. Line-Item Estimate

• The Line-Item Estimate shall be prepared with the JOC System and submitted electronically to LAWA.

• In the event where the JOC System provides for systems and/or assemblies, JOC Contractor must use such systems and/or assemblies, rather than individual components, in preparing the Line Estimate.

• JOC Contractor to ensure subcontractors use the JOC System and that one consolidated estimate is submitted to LAWA without any variation in formatting.

Exhibit 5 Page 3 of 4

• Any work items that cannot be derived from the JOC System will be identified and priced using the Non-Pre-priced methodology described in “Exhibit 4 – JOC Coefficient Instruction.” Any items that LAWA agrees on are non-quantifiable by reasonable methods may be addressed as Non-Pre-Priced at LAWA’s discretion.

• The Line-Item Estimate shall include detailed notes corresponding to the Scope of Work to clarify work items, quantities, breakdown by room or area, etc. Any discrepancies from previously submitted versions of the Line-Item Estimate and/or any differences discovered during Technical Evaluation are to be clearly highlighted.

• At JOC Contractor’s discretion, the Detailed Scope of Work may be prepared for review by LAWA prior to generation of the Line-Item Estimate, as long as the total time required for generation of Task Order Proposal does not exceed eight (8) business days.

3. Preliminary Project Schedule, detailing JOC Contractor recommendations.

4. Quality Control Plan and Submittal Schedule, as described in the Contract

Documents.

5. Safety Considerations, which will form the basis of the Project-Specific Safety Plan, as described in the Contract Documents.

6. Other Work Plan considerations, including permitting, inspections, work schedules, utility and/or area shutdowns and other logistical considerations for LAWA’s approval.

7. LAWA may utilize JOC System to develop an independent estimate and perform a

Technical Evaluation of JOC Contractor’s submitted Line-Item Estimate.

8. LAWA will meet with JOC Contractor to review and discuss the Task Order Proposal and the Technical Evaluation.

9. If LAWA’s Technical Evaluation does not match JOC Contractor’s Line-Item

Estimate, JOC Contractor is to revise and resubmit such estimate within two (2) business days.

10. LAWA will convene a pre-construction meeting and issue a Notice To Proceed and

Final Task Order to JOC Contractor.

11. With the exception of a request by LAWA to materially change the final Task Order scope, or unforeseeable, concealed condition or assumption expressly stated in the Task Order proposal, the total price provided in the Task Order Proposal establishes

Exhibit 5 Page 4 of 4 a firm fixed price for the performance of all of the Work and provision of all of the services required to complete the Task Order. Change Orders will NOT be issued for conditions that could have been discovered by adequate investigation, examination, or non-destructive testing.

JOC Contractor shall be responsible for providing all of the Work and services as specified and for the price outlined in the Task Order Proposal regardless of JOC Contractor’s actual costs incurred in pursuit of performance of the Work.

Deductive Change Orders will be issued if JOC Contractor fails to provide the quality of equipment and/or material specified in the Approved Task Order Proposal and/or if NO quantity(s) of a Line Item is delivered, unless specifically approved by LAWA in writing. LAWA reserves the right to keep any quantities of any items purchased via Approved Task Order but not installed by JOC Contractor.

JOC Contractor’s failure to meet any of the time deadlines and/or meeting and/or documentation requirements outlined above, means JOC Contractor forgoes his opportunity to submit a Proposal. LAWA has full discretion to extend the time and/or request corrected documentation or proceed in another manner.