JOA_SUBMITTAL_REQUIREMENTS.pdf

JOA SUBMITTAL REQUIREMENTS REV AUG2025

JOC CONTRACTORS JOA PROPOSAL SUBMITTAL REQUIREMENTS

Rev. August 2025

DEFINITIONS

Allowance – An estimated dollar amount determined jointly by the City and the JOC Contractor that is included in the Job Order Agreement (JOA) for the purpose of encumbering funds to cover the cost of items which have not been specified explicitly in the JOA. Allowance items may not be completely defined when the JOA is executed but may be necessary to complete the project. JOA allowances are controlled by the City.

Construction Fee - The Job Order Contractor’s administrative costs, home office overhead, and profit.

“Contingency, JOC’s” - A fund to cover cost growth during the Project used at the discretion of the JOC usually for costs that result from Project circumstances. The amount of the JOC’s Contingency will be negotiated as a separate line item in each Job Order Agreement.

“Contingency, Owner’s” - A fund to cover cost growth during the Project used at the discretion of the City usually for costs that result from City directed changes or unforeseen site conditions. The amount of the Owner’s Contingency will be set by the City and will be in addition to the project costs included in the Job Order Agreement.

JOA Price - The sum of the maximum cost of the Work for a Job Order; the Contractor’s construction fee; general conditions fee; taxes, bonds and insurance costs as proposed and approved pursuant to Article 5. The approved Job Order Price will be made part of this Contract by executing a Job Order Agreement.

Cost of the Work - The direct costs necessarily incurred by the Job Order Contractor in the proper performance of the Work. The Cost of the Work shall include direct labor costs, subcontract costs, costs of materials and equipment incorporated in the completed construction, cost of other materials and equipment, permit fees, materials testing, and related items. The Cost of the Work shall not include the Job Order Contractor’s Construction Fee, General Conditions Cost, or taxes unless specified in the JOC Contract. Summary Sheet Line A.

General Condition Costs - includes, but is not limited to the following types of costs for the Job Order Contractor during the construction phase: (i) payroll cost for project manager or Job Order Contractor for work conducted at the site, (ii) payroll costs for the superintendent and full-time general foremen,

(iii) payroll costs for other management personnel resident and working at the site, (iv) workers not included as direct labor costs engaged in support (e.g. loading/unloading, clean-up, etc.), (v) costs of offices and temporary facilities including office materials, office supplies, office equipment and minor expenses, (vi) cost of utilities, fuel, sanitary facilities and telephone services at the site, (vii) costs of liability insurance premiums not included in labor burdens for direct labor costs, (viii) costs of bond premiums, (ix) costs of consultants not in the direct employ of the Job Order Contractor or Subcontractors. Summary Sheet Line D.

GENERAL

The Job Order Contractor is responsible for proper, complete and accurate preparation of the JOA Proposal.

Do not acquire bonding or insurance until notified by the Contracts Specialist.

PREPARATION OF THE PROPOSAL

The JOA proposal should be prepared on 8.5-inch x 11-inch size paper and consists of the following:

Cover Page Must Include:

• Contract No.

• Project Title

• Project No.

• Project Location/Address

• Job Order Agreement No.

• Name of City of Phoenix Project Manager

• Name of Job Order Contractor, including contact name, phone number and email address

• Date Submitted, including revision date if applicable

The following information is required and should be identified in each section as:

1. Scope of Work: Brief narrative description of the work to be performed by the Job Order

Contractor.

Overall project description will include the following:

• Location- (i.e., street address or a description like SW Corner of Dobbins and 35thAve)

• Work to be accomplished (i.e., painting, concrete, masonry, electrical, HVAC)

2. Proposal Summary Sheet: A summary of the Job Order Agreement Price.

3. Schedule of Values: A detailed summary of costs, in spreadsheet format, shall have the estimated bid or cost organized by subcontract categories, allowances, JOC’s contingency – if applicable, general conditions costs, bonds, insurances, JOC’s construction phase fee and sales tax. The Supporting Documentation for the spreadsheet must be provided in an organized manner that correlates with the Schedule of Values:

• The components of the Scope of Work must be broken down using either Construction

Specification Institute (CSI) or Maricopa Association of Governments (MAG) division

• Summary of costs shall include quantities, unit prices and cost extensions.

o Include JOC Contractors itemized cost for self-performed work.

• The costs shall be directly correlated to the specific plans and specifications used in preparation of the JOA proposal.

• Allowance items shall be listed separately and included in Cost of Work.

• General conditions costs shall be detailed.

o Include a list of positions and hourly rates for Prime Firm

• Bid Packages/Subcontract Categories:

• Bid Comparison Spreadsheet: For each trade provide a comparison of at least three bid solicitations and bid responses from subcontractors. Indicate the subcontractor selected, distinguish if subcontractor is SBE, and justify and include documentation if lowest bid is not selected. If providing less than three bid responses, provide justification.

• Include self-performed portions of the subcontract work.

• Bid Responses: After the Bid Comparison Spreadsheet, include the bid responses received from the selected subcontractors. (The bid responses from the non-selected subcontractors will be included as a separate package and shall include the Bid Comparison Spreadsheet for each trade.)

o Supporting Documentation of Bid Solicitation: You must provide two alternate bids, documentation of declined bids, proof you completed outreach to at least three separate vendors, or a justification for single-sourcing the vendor for a particular task.

• Bonds, insurance, Job Order Contractor’s Construction Fee, and sales tax will be listed separately.

• When General Conditions and Construction Fee are included in the unit pricing line items, the JOC Contractor shall identify the applied General Conditions and Construction Fee percentages within the JOC Contractors Clarifications section.

• The City does not pay sub bonding costs. Communicate this to the PM and JOC prior to preparation of the JOA. If department wants to pay sub bond costs, JOC must provide justification (and PM approval) to DCP. The City Engineer will make the final determination on approval of payment of sub bond fees.

4. Plans and Specifications: A copy of the cover page and Table of Contents/Index for both the sealed plans and specifications used in the preparation of the JOA proposal.

• As a requirement, the plans and specifications used in the preparation of the JOA must include a signature block on the cover page. This signature block consists of dated signatures from the JOC, Design Consultant, and City of Phoenix Project Manager.

SIGNATURE BLOCK

5. Clarifications and Assumptions: A list of the clarifications and assumptions made by the Job

Order Contractor in the preparation of the JOA Proposal to supplement the information contained in the documents. Include justification of cost; do not include information that is already in the contract (no repetitive information). Allowances must be justified and quantified individually.

Allowances as a percentage of the cost of work will not be allowed.

Exclusions and terms on subcontractor bids are the responsibility of the Contractor and do not extend to the Agreement between the Owner and the Contractor.

6. SBE: Documentation of Small Business Enterprise goal status.

• Include JOC Contractor’s Statement of SBE Utilization form.

• Include Letter of Intent to Perform as a Subcontractor/Supplier form for each firm listed on the

Contractor’s Statement of SBE Utilization form.

SUBMITTAL OF PROPOSAL

Specifications/Plans Used in Preparation of JOA No.____

General Contractor/JOC Date

Design Consultant Date

Project Manager Date

The JOA proposal shall be properly prepared in accordance with the instructions provided above.

One copy of the JOA proposal will be submitted to the City of Phoenix Project Manager and the Contracts Specialist simultaneously for review. Negotiation on scope of work and the fee will be completed by the Project Manager. Negotiation on formatting of the JOA proposal will be completed by the Contracts Specialist.

• All pages must be numbered in sequence, such as 1 of 250, 2 of 250, etc.

• The copy submitted shall be on 8.5-inch x 11-inch size paper.

Upon approval of the JOA proposal, the Contracts Specialist will prepare the Job Order Agreement document.

For questions regarding preparation and submittal of the JOA proposal, please contact the designated Contracts Specialist.

JOC CONTRACTORS JOA PROPOSAL SUBMITTAL REQUIREMENTS