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Job Order Contracting FAQs

  
  1. Is there a process for how Gordian will prioritize the projects?
  2. Can you talk about the change order process?
  3. What is the process for ensuring that processing change order job order doesn’t affect the project’s timeline?
  4. What happens if we are in process and we are not happy with the performance of the contractor?
  5. Can the contractors subcontract the work of a job order?
  6. In reviewing proposed job orders, will we have access to the catalogue?
  7. How will the invoicing work? Will these be single payments?
  8. If we are to complete emergency work through JOC, how will we indicate that the work we are submitting is and emergency? How will we ensure that work is done expediently?
  9. Is there a dollar limit for emergency work?
  10. Will the job orders have contingency?
  11. Is the Gordian fee included in the total project allocation (max $300,000)?
  12. What happens if we have an emergency at 1 AM in the morning?
  13. What is the final answer on the use of restricted receipt accounts? Will we have access to them moving forward or are we at the mercy of the Budget Office to leverage the waiver process?
  14. Is there a separate purchase order for design work?
  15. Does the design professional get all of the permits?
  16. Are account managers assigned to agencies or to regions?
  17. How will we get to know our account manager?
  18. What connects purchase orders (internally) to a single project? 
  19. How do contingency fees work?
  20. There are concerns about smaller fees adding up so that agencies are pushing up against the $300,000 limit – what happens if we go over the limit?
  21. Will Gordian assign project numbers?
  22. Can entries already entered in the Landing Page be edited or changed?
  23. Will agencies have access to the eGordian web site, other than entering projects on the Landing Page?
  24. How long should it take to receive the design services after they have been requested? What if there is a delay? Are damages possible?
 
 
 

Is there a process for how Gordian will prioritize the projects?

First consideration will be given to projects that involve public health and safety.  Weather and seasonal work will also be considered.  After that, Gordian will work with the agency customers and the JOC coordinator to move and prioritize projects.
 
 

Can you talk about the change order process?

During the JOC process, it there is the need for a change order, we will create a supplemental job order.  In essence, we will have another scoping session, document the new work, contractor will develop a price proposal, Gordian will review the work and share with the agency customer, and the agency customer will make a determination to proceed.  They will also edit the existing purchase order in accordance with the supplemental job order.  Agencies should remember that the prices are fixed.  The pricing for the change order will be determined through the catalogue, just as the original scope of work.
 
 

What is the process for ensuring that processing change order job order doesn’t affect the project’s timeline?

Gordian will work with the agency customers to ensure work doesn’t come to a stop during the processing of a change order.
 
 

What happens if we are in process and we are not happy with the performance of the contractor?

Monitoring performance is going to be a part of every project.  At project conclusion, we will be issuing a customer satisfaction survey.  We need this feedback to ensure the program is meeting our customer expectation.  In the event we determine that a contractor is not performing, we have the ability to leverage a contract form a different region of the state.  If the performance issue persists, the Commonwealth has the ability to follow the normal protocols for non-performance by a contractor.
 
 

Can the contractors subcontract the work of a job order?

Yes, and we anticipate that they will utilize a roster of subcontractors for certain work.  When the job order is presented to the agency customer, it will indicate the anticipated subcontractor who will perform the work so that the agency has visibility on the contractor with whom they will be coordinating.
 
 

In reviewing proposed job orders, will we have access to the catalogue?

Yes, Gordian will work with customers to ensure they have access to the task catalogue.
 
 

How will the invoicing work? Will these be single payments?

Typically, we will make this decision based upon the anticipated timeframe of the project.  In the contract, we indicated that projects 45 days or less will be single payment.  Beyond 45 days, that determination will be made prior to creation of the purchase order.
 
 

If we are to complete emergency work through JOC, how will we indicate that the work we are submitting is and emergency? How will we ensure that work is done expediently?

There is currently not an indication on our submission form, but that is an excellent suggestion, and we will look to add one.  Gordian has made a commitment to respond to all project request in approximately 24 hours.  In the interim, agencies are encouraged to label any emergencies as such when entering a project.
 
  

Is there a dollar limit for emergency work?

No, emergencies with an estimated cost to be less than $300,000 Agencies must follow the Job Order Contracting Program.  For emergencies with an estimated cost greater than $300,000 Agencies must obtain an approved Declaration of Emergency.  Refer to Pt IV Ch. 04 Emergency Procurements of Construction document for direction.  Agencies are reminded that emergency work really is just the scope of work to repair the immediate emergency.  As an example, if a roof is leaking, the leak is repaired as the emergency job order.  If ultimately, that repair reveals that a roof needs to be replace, that would be a separate job order. 
 
 

Will the job orders have contingency?

No, the Joint Scope Meetings are designed to provide the opportunity for all contractors to view the job site and then develop a more complete statement of work.  This should decrease the number of change orders and eliminate the need for contingencies.
 
  

Is the Gordian fee included in the total project allocation (max $300,000)?

Yes, the $300,000 is the “all-in” cost to complete the project.  Gordian’s fees (1.76% License fee and 3.05% Job Order Development fee) must be included in every project.  There are two optional costs: Construction Management fee adds 5.85% to the cost.  Also, if Design Services are required, that cost has be included as well.
 
 

What happens if we have an emergency at 1 AM in the morning?

Refer to Pt IV Ch. 04 Emergency Procurements of Construction document for direction.  The appropriate JOC contractor, based upon the region and discipline should be called (see JOC Emergency Contact Numbers document).
 
 

What is the final answer on the use of restricted receipt accounts? Will we have access to them moving forward or are we at the mercy of the Budget Office to leverage the waiver process?

Restricted receipt accounts will be permitted to be used for JOC projects within six month of the effective date of the JOC contracts.  The effective date of the JOC contracts is August 18, 2016.  To be considered “used” for this purpose, a purchase order must be created to commit the funds. 
 
 

Is there a separate purchase order for design work?

No, there would be a separate line item in the Prime contractor’s purchase order.  The design work professional would be considered as a subcontractor to the Prime contractor.
 
 

Does the design professional get all of the permits?

Yes, that is correct.
 
 

Are account managers assigned to agencies or to regions?

Gordian will have their managers assigned on a regional basis.

 
 

How will we get to know our account manager?

The PA DGS JOC Training document contains the names and their regions that they cover.  They will be the people who will be contacting you to arrange the Joint Scope Meetings.  These meetings are an excellent opportunity to meet and get to know them.

 
 

What connects purchase orders (internally) to a single project? 

First of all, Gordian’s Job Order Number should be referenced on every purchase order.  All purchase order numbers should be cross-referenced on every purchase order. For example; the purchase order for Gordian should reference any Prime contractor purchase order number(s).  Any Prime contractor purchase order(s) should reference Gordian’s purchase order number.
 
 

How do contingency fees work?

As explained in a prior question, we will not be using contingency funds in JOC.  Change orders will now be handled as a supplemental job order that will result in an additional line item on the Prime contractor’s purchase order.
 
 

There are concerns about smaller fees adding up so that agencies are pushing up against the $300,000 limit – what happens if we go over the limit?

The purpose of the JOC program is to provide a more responsive method of procuring construction services for smaller projects ($10,000 - $300,000) at a cost lower than the traditional design-bid-build process.  Projects is excess of $300,000 would be outside the scope of JOC and should be handled as Capital projects.
 
 

Will Gordian assign project numbers?

Not project numbers like the ones previously used by DGS.  But Gordian will create what they are calling a “Job Order Number”.  It basically identifies the region, the agency, the discipline and the number of project for that specific Prime contractor for that respective project.  For example: CR-DGS-HVAC-005, meaning Central Region for DGS, HVAC, and fifth project.   
 
 

Can entries already entered in the Landing Page be edited or changed?

Not at this time.  Enter another request and reference the previous entry by the Gordian Job Order number. 
 
 

Will agencies have access to the eGordian web site, other than entering projects on the Landing Page?

No, it is not standard practice for Gordian to grant access to their web site.  Requests for specific information about agencies and their projects will be considered.
 
 

How long should it take to receive the design services after they have been requested? What if there is a delay? Are damages possible?

Within 1-2 weeks of the design services being requested the JOC contractor should be able to provide a cost proposal for the design services.  Once the Design Job Order has been approved by the Agency work will commence on the design services.  How long it will take to perform design services depends on the nature of the project.  The schedule for the design services can be requested with the design service proposal and may be used in order to determine who the JOC contractor selects to perform the services.  Liquidated damages clause in the contract is for construction services not design services.