3515R08 - Appendix K - Work Order Requirements.pdf

APPENDIX K

WORK ORDER REQUIREMENTS

APPENDIX K Page 1 of 4

WORK ORDER REQUIREMENTS

I. Work Order Limits:

1. The work defined within a Work Order must be within the scope of the Contract and not already be identified under one or more of the Tasks as noted in the RFP, Part IV, Work Statement, IV-4, Tasks.

II. Work Order Initiation:

1. PennDOT will initiate a Work Order by defining an observed need that can be addressed under the scope of work.

2. PennDOT will then discuss the required scope of work with the Contractor. The Contractor will provide a draft, unexecuted copy, of the Work Order to PennDOT.

3. All Work Orders will be negotiated.

4. Once the Work Order is established and accepted by PennDOT, the Work Order will be executed.

III. Work Order Format:

1. A Work Order shall contain an “authorization page.”

2. The work to be completed through a Work Order shall be deliverable-based and will establish payment benchmarks.

3. Work Orders shall clearly define the deliverable and a lump sum payment will be made upon completion and acceptance by PennDOT of the defined deliverable. Benchmarks will be identified during negotiation when a single Work Order provides for more than one

(1) clearly defined benchmark. Each identified benchmark within a Work Order will be considered a separate deliverable with a lump sum payment made upon completion and acceptance by PennDOT of the identified benchmark.

4. The Work Order shall specify each deliverable, a cost for each deliverable, the quantity of each deliverable, the completion date for each deliverable and include annual maintenance payment if applicable.

5. All Work Orders will be negotiated and once established and accepted by PennDOT, a

Work Order will be executed in accordance with Appendix B, IT Contract Terms and Conditions, Paragraph 21. Changes, and reimbursement under the contract will be based on the agreed upon fixed price of each deliverable.

6. A Work Order Authorization Page (see Appendix L) shall be required to be signed by the selected Offeror and PennDOT. Upon acceptance by the selected Offeror and PennDOT, a fully executed Purchase Order will be issued as the Notice to Proceed.

APPENDIX K Page 2 of 4

ALL QUANTITIES ARE ESTIMATED AND ARE NOT GUARANTEED. NO

WORK CAN BE AUTHORIZED BEFORE A FULLY EXECUTED

PURCHASE ORDER IS ISSUED BY PENNDOT AND RECEIVED BY THE

SELECTED OFFEROR.

7. Work Orders shall be consecutively numbered.

8. Work Orders may be done concurrently.

9. Reports and Project Schedule. The Work Order shall also incorporate progress reports, project management aids, meetings and other requirements as specified by PennDOT. The Contractor must provide a project time-line showing major activities and time allotted to these activities. The time frame of the work order must incorporate adequate review times as specified by PennDOT.

10. Labor costs that cannot be identified as a lump sum deliverable shall be itemized by key personnel and hourly rate (which includes all overhead costs, fixed fee, etc.). The hourly rate shall be equal to or lower than those presented in the selected Offeror’s Cost Submittal.

If no hourly rates were provided on the selected Offeror’s Cost Submittal, PennDOT reserves the right to negotiate the hourly rate and number of hours to complete the work outlined in the Work Order. Also subcontractor and miscellaneous items must be itemized and listed. All costs shall be equal to or lower than those presented in the selected Offeror’s Cost Submittal, which has been incorporated and made part of this Contract.

Note: Similar to the policy for reimbursing the cost of preparing proposals in response to a request for proposals, PennDOT will not reimburse the selected Offeror for any costs related to the preparation of Work Orders.

IV. Work Order Execution:

1. Upon agreement of the proposed Work Order between PennDOT and the Contractor’s authorized representative, both parties will sign the Work Order Authorization Form.

2. The fully executed Purchase Order/Notice to Proceed may establish beginning and end dates for both project completion and the Purchase Order “validity period.” The project completion and Purchase Order validity period may be different to ensure the Purchase Order remains valid through project completion but will not go beyond the expiration of the Contract. The Purchase Order must remain valid during the life of the project to ensure that the selected Offeror is eligible to work and receive payment for work through the Purchase Order. Any work done outside the validity period of the Purchase Order is subject to non-payment.

3. No work is authorized to begin before a fully executed Purchase Order is provided to the

Contractor. The fully executed Purchase Order will act as the formal Notice to Proceed.

The fully executed Purchase Order/Notice to Proceed may establish beginning and end

APPENDIX K Page 3 of 4 dates for project completion and the Purchase Order validity period. The project completion and Purchase Order validity period may be different to ensure the Purchase Order remains valid through project completion even if the selected Offeror doesn’t achieve the original project completion date and no time extension has been approved by PennDOT and reflected on the Purchase Order to extend the project completion date. The Purchase Order must remain valid during the life of the project to ensure that the Selected Offeror is eligible to work and receive payment for work through the Purchase Order. Any work done outside the validity period of the Purchase Order is subject to non-payment.

V. Work Order Modifications:

1. Changes in scope of work, cost, and/or time extension requests require a formal change order request and shall follow the requirements for changes in accordance with Appendix B, IT Contract Terms and Conditions, Paragraph 21. Changes. The change order request shall be submitted in the form of a letter from the selected Offeror to PennDOT’s Contract Administrator (typically this is the Issuing Officer identified in Part I-2 of this RFP) for review and approval. No work may begin or take place while the change is under review with PennDOT. If approved, the Notice to Proceed for work related to the change request may be in the form of a new or updated fully executed Purchase Order or a letter issued from PennDOT to the selected Offeror.

VI. Substitution of Addition or Personnel:

1. Changes in personnel shall be reported to the Project Manager before a Work Order will be executed.

VII. Work Order – Failure to Complete and Work Order Termination:

1. Refer to Appendix B, IT Contract Terms and Conditions, of the RFP.