1 1 0 5 S A N T A B A R B A R A S T R E E T • S A N T A B A R B A R A , C A L I F O R N I A • 9 3 1 0 1

P H O N E : 8 0 5 . 5 6 8 . 3 0 7 0 • F A X : 8 0 5 . 5 6 8 . 3 2 4 9

CAPITAL PROJECTS GROUP SUPPORT SERVICES DIVISION

GENERAL SERVICES DEPARTMENT

Addendum Number: One Addendum Issue Date: August 1, 2018 BID SOLICITATION Project: General Building Construction Job Order Contracting Project Number: 8001-18 Bid Opening Date: August 15, 2018

General The following changes, additions, deletions or clarifications shall be incorporated into the Contract Documents and made part of the Bidders Submission for the above referenced Bid Solicitation. All other conditions shall remain the unchanged and in full force.

I. Information to Bidders Item No. 1 PRE BID CONFERENCE MEETING MINUTES Item No. 2 PRE-BID SIGN IN SHEET, attached to minutes Item No. 3 PRE-BID GORDIAN POWER POINT PRESENTATION, attached to minutes

II. Clarification to the Plans and Specifications

No items this addendum

END OF ADDENDUM #1

Celeste Manolas

Manager

Robert Ooley, FAIA County Architect

Leann Anderson

Project Coordinator

John Green

Project Manager

Todd Morrison, AC Project Manager

Adriana Seymour Project Coordinator

COUNTY OF SANTA BARBARA

Mandatory Pre-Bid Minutes August 1, 2018

County of Santa Barbara Job Order Contracts JOC #8001-18 General Building Construction (General Services)

General Services, Support Services, Capital Projects 1105 Santa Barbara Street, Santa Barbara, California, CA 93101

1. SIGN IN – MANDATORY FOR ALL PRIME CONTRACTORS WISHING TO SUBMIT A BID 2. Introduction of Project Team JOC #8001-18 General Building Construction (GS) 3. Overview Bidding Process Requirements and Addenda A. JOC #8001-18 General Building Construction (GS)

1. To request bid package contact andersonl@countyofsb.org

2. Questions, answers, clarifications: Contact: Leann Anderson, andersonl@countyofsb.org

3. Overview of project types

4. Bid Date, on or before 3:00 p.m. August 15, 2018: County of Santa Barbara, General Services, Support Services Capital Projects, Courthouse East Wing, 2nd Floor, 1105 Santa Barbara St, Santa Barbara, CA 93101

4. Contract Documents - All documents electronic; included are the notice to bidders, bid form/book, contract forms, job order contracting special conditions, general conditions/special provisions, construction task catalog, and job order contracting technical specifications. 5. Overview - Presentation by the Gordian Group

6. Questions and Clarifications

A. All bid questions to be sent to Leann Anderson by Wednesday August 8th, by emailing her at andersonl@countyofsb.org.

B. Contractor will submit one (1) bid for the General Services Department Job Order Contract. It is to be understood that this is one (1) bid opportunity with up to two (2) contract awards.

C. For the General Services Department Job Order Contract, the HUD – CDBG funding exhibits are included for reference only and are only applicable for specific job orders identified after award of contract. No funding requirements as described are to be adhered to for this bid opportunity.

D. Gordian Group will be acting as JOC Program Administration for the County and will be present at all job order joint scope meetings. Gordian Group will be reviewing and auditing all price proposals submitted for compliance with the JOC contract and pricing rules.

E. The pre-bid presentation, sign-in sheet, and all clarifications will be issued officially by the COUNTY via addendum.

F. Question: How much construction volume was executed during last year’s program?

a. Answer: Roughly $3Mil in construction volume executed across four (4) existing JOC contracts at time of pre-bid.

G. Question: Once contracts are awarded, will the County invite more than one (1) JOC contractor to review potential JOC projects and all attending contractors be asked to submit pricing?

a. Answer: No. Only one (1) JOC contractor will be selected and be engaged to submit pricing. There will be no pricing competition amongst JOC contractors on individual job orders.

H. Question: Where can bid documents be acquired? a. Answer: Instructions to access the bid documents are available on the General

Services website: http://countyofsb.org/gs/capitalprojects/bids.sbc. Bid package to be requested from Leann Anderson by emailing her at andersonl@countyofsb.org.

I. Question: What is the maximum JOC contract value? a. Answer: Initial maximum contract value for the General Services Job Order

Contract is $1,000,000.00. The COUNTY reserves the right to increase the Maximum Contract Value up to $4,904,581 as allowable under California Public Contracts Code, upon mutual consent and provided additional bonds are provided.

J. Question: What is the non-prepriced task allowable markup? a. Answer: Per contract, NPP tasks will multiplied by the Normal Working Hours

Adjustment Factor.

Job Order ContractingPre-Bid Meeting

August 1, 2018

Pre-Bid Conference Agenda

• Santa Barbara County Job Order Contract History• JOC Overview• JOC Contract Documents• JOC Process• Solicitation Details• Understanding the Construction Task Catalog® (CTC)• Calculating the Bid • Bid Considerations & Review• Contractor Adjustment Factors• Risk of Low Adjustment Factors• Questions

County of Santa Barbara JOC Overview

• Using Job Order Contracting since 2016• Typically Uses JOC for:

• Facility Repair and Renovation Projects• Straightforward Work Items• Replacements in Kind• Paving Repair and Maintenance

• Santa Barbara Has Trained and Dedicated Staff to Manage JOC

Job Order Contracting

• Indefinite delivery/indefinite quantity process (IDIQ)• Enable contractors to complete a substantial number of

individual projects with a single bid• Tasks based on competitively-bid, preset prices

• Saves time and money• Provides transparency and auditability

Definition

Value

Umbrella Contract

Why JOC Works For Contractors

• Good work is rewarded with more work• Profit is a function of volume• Volume is driven by performance• JOC provides a steady flow of work• Win a higher percentage of proposed projects• Easier process for project proposals

• Long-term relationship with County of Santa Barbara• Good work is rewarded with more work• Develop partnership with the County

• Ability to leverage Subcontractor and Supplier relationships• Ability to sell value, not just compete to be the lowest price

Why JOC Works For Contractors

• Reduced Risk• Fixed prices• No negotiations• Payment for every element of work performed• Ability to provide input during scope development• Eliminates quibbling over change orders• Reduced chance of claims

• Build bond capacity• Larger presence and enhanced reputation in the local community

Why JOC Works For Facility Owners• A Fixed Priced, Fast Track Procurement Process• Job Orders are Lump Sum• The Ability to Accomplish a Substantial Number of Individual Projects with a Single

Competitively Bid Contract• Contractor Has A Continuing Financial Incentive To Provide

• Responsive Services• Accurate Proposals• Quality Work on Time• Timely Close Out

• Future Purchase Orders Tied to Contractor Performance• No Obligation To Award Specific Projects• Santa Barbara County can Use All Other Methods For Accomplishing Projects

Why JOC Works For Facility Owners

• Increases use of local businesses• The absence of pre-established quantities inhibits trade staffing by the prime contractor. • Responsiveness requires the prime to use multiple local subcontractors. • No bonding requirement for the sub, faster payment, and less red tape, thereby expanding business

opportunities for small businesses• The County reviews and approves all Subcontractors prior to issuing Job Orders

• Increases Transparency • The County Has the Ability to See and Review the Back-Up Pricing Details

• Schedule Flexibility• No Shelf Life for Prices or Job Orders• Fast procurement cycle is good for end of fiscal year projects

The Process

Contract Documents

• Front End Documents• Construction Task Catalog®• Technical Specifications

Front End Documents

• Invitation To Bid• Instructions To Bidders• Bid Forms• Terms and Conditions

Construction Task Catalog®

• Catalog of Pre-Priced Construction Tasks

• Organized by Construction Specifications Institute (CSI)

• Based on Local Labor, Material & Equipment Costs

• The tasks represent the “Scope of Work” for the contract

Understanding the Construction Cost Catalog®

• Contractor must review and understand “Using the Construction Task Catalog®”

• Rules of the game

• Make sure you get paid for all appropriate tasks

• Pages 00 – 1 to 00-6 of the CTC

Construction Task Catalog®

Understanding the Construction Cost Catalog®

Compare these prices

Include All Appropriate Tasks:

* Sample only

Non Pre-Priced Tasks• Contractor must have permission from Santa Barbara County to use a Non Pre-priced Task prior to submission

• Three (3) Quotes on vendors’ or subcontractors’ letterhead

• Justification for less than three (3) Quotes

• Contractor is paid the amount in the following formula:

For Non Pre-priced Tasks Performed with Contractor's Own Forces:

A = The hourly rate for each trade classification not in the Construction Task Catalog® multiplied by the quantity;

B = The rate for each piece of Equipment not in the Construction Task Catalog® multiplied by the quantity;

C = Lowest of three independent quotes for all materials.

Total for a Non Pre-priced Tasks performed with Contractor’s Own Forces = (A+B+C) x appropriate Normal Working Hours Adjustment Factor

For Non Pre-priced Tasks Performed by Subcontractors:

If the Non Pre-priced Task is to be subcontracted, the Contractor must submit three independent quotes for the work.

D = Lowest of three Subcontractor Quotes

Total Cost for Non Pre-priced Tasks performed by Subcontractors = D x appropriate Normal Working Hours Adjustment Factor

Technical Specifications

• Specifies Quality of Materials and Workmanship

• Corresponds with Tasks in the Construction Task Catalog®

Bidding Process – Competitive Bid

1. Normal Working Hours for General or Courts Facility projects located in North County: 7:00 am to 4:00 pm Mon to Fri

2. Other Than Normal Working Hours for General or Courts Facility projects located in North County: 4:00 pm to 7:00 am Mon to Fri, and all day Saturday, Sunday and Holidays

3. Normal Working Hours for General or Courts Facility projects located in South County: 7:00 am to 4:00 pm Mon to Fri

4. Other Than Normal Working Hours for General or Courts Facility projects located in South County: 4:00 pm to 7:00 am Mon to Fri, and all day Saturday, Sunday and Holidays

5. Normal Working Hours for Detention Facility projects located in North County: 7:00 am to 4:00 pm Mon to Fri

6. Other Than Normal Working Hours for Detention Facility projects located in North County: 4:00 pm to 7:00 am Mon to Fri, and all day Saturday, Sunday and Holidays

7. Normal Working Hours for Detention Facility projects located in South County: 7:00 am to 4:00 pm Mon to Fri

8. Other Than Normal Working Hours for Detention Facility projects located in South County: 4:00 pm to 7:00 am Mon to Fri, and all day Saturday, Sunday and Holidays All Adjustment Factors Apply to All Tasks in the CTC

Each Adjustment Factor is Weighted to Create an Award Criteria FigureLowest Award Criteria Figure from a Responsive, Responsible Bidder is Determined to be the Lowest Price

Must Bid 8 Adjustment Factors

Solicitation Details

Please note the: Special Conditions Applicable to Detention Facility Job Orders

Detention Facility Projects

Solicitation Details

A Job Order may be assisted by the United States of America: Federal provisions must be included in the Job Order Proposal pursuant to the provisions applicable to such Federal assistance. Reference Exhibits A through D of the contract documents.

• Exhibit A – Section 3 Form

• Exhibit B – D/MBE/WBE Implementation Guidelines, Section 3 Implementation Guidelines, Section 3 Definitions

• Exhibit C – Federal Terms and Conditions

• Exhibit D - Applicability

Federal/CDBG Funded Projects

Solicitation DetailsPrior to Bidding Santa Barbara County Cannot: • Identify or Commit to any Specific Project or Location

• Identify or Commit to any Specific CTC Tasks or Quantities

Contract Type License Required

BidDeposit

Minimum Contract Value

Maximum Contract Value Contract Term Payment and Performance

Bonds

General Building Construction B $25,000 $25,000 $1,000,000 1 Year $1,000,000 each

Maximum Contract Value may be increased up to $4,904,581 during the term of the contractSanta Barbara County intends to award up to two (2) contracts to the lowest responsive and responsible Bidder(s) for each Contract Type listed. Each Bidder shall submit only one Bid. Any Bidder submitting more than one bid shall be deemed non-responsive and all bids will be returned unopened.

Solicitation Details

Projects may be located anywhere within the

County of Santa Barbara

Solicitation Details• Differing Site Conditions or Changes in Scope

• Priced from Construction Task Catalog®

• Supplemental Job Order• No Negotiated Change Orders

• Filings and Permits• Fees paid for all Permits reimbursed 100% - No Markup

• Liquidated Damages• On a Job Order - by - Job Order basis

• Bid Security: $25,000

Solicitation Details

Internet Based Software Provided with Contract

• eGordian® Software Expedites the Job Order Process

• Price Proposals• Subcontractor Lists• Tracking Dates• Required Job Order Forms

• Training provided

1% Contractor License Fee• Access to eGordian®, Construction Task Catalog®, other proprietary materials

• Most advanced technology and data in the marketplace.• Paperless• Efficient• Tasks and prices input directly... no fishing through old files and estimating books

for costs

• JOC process training

• eGordian® software training

• 24-hour support software support.

• Included in the Contractor’s Adjustment Factor• Consider with the Bid as an Overhead cost• 1% of Job Order Price

Method to Calculate

• Use Historical Project Data• Select a Completed Project

• You Know Scope and Direct Costs• Price Project From CTC• Add on Overhead and Profit• Calculate the Adjustment Factor

Sample Project: Detailed Scope of Work

• Interior Renovation • Doors and Hardware

• Replace 12 interior doors, hinges and hardware• Doors shall be 3x7, solid core wood doors• Grade 2 locksets with knobs• Replace 2 push bar exist devices and door closers on exit doors

• Interior Lighting• Replace all lay-in troffer fixtures on first and second floors. 48 in total• Replace 4 exit fixtures• Replace 12 industrial fixtures in shop area

• Plumbing Fixtures• Replace 8 bathroom sinks, 8 faucets, and 8 toilets in men’s and women’s bathroom in admin

building and shop area• Replace 4 water fountains

• Replace Boiler• Demo existing boiler and as much piping and venting to accommodate new boiler. Install a new

1028 mbh oil fired cast iron boiler. No access for packaged boiler. Must field assemble sections. Provide new piping as required.

Sample Project: Price Proposal

Sample Price: CTC vs. Quote

Direct Cost of Work from Quotes or Estimates

• Replace Boiler $ 33,055.73

• Doors/Hardware $ 8,282.09

• Lighting $ 13,119.77

• Plumbing $ 11,886.53

TOTAL = $ 66,344.12

• Replace Boiler $ 34,500.00

• Doors/Hardware $ 7,250.00

• Lighting $ 12,750.00

• Plumbing $ 10,500.00

TOTAL = $ 65,000.00

Direct Cost of Work from CTC

Sample Price: Putting it all together• A. Direct Cost of Work from Quotes $65,000.00

• B. Overhead 10%* $ 6,500.00

• C. Subtotal (Cost & O/H) $71,500.00

• D. Profit 10%* $ 7,150.00

• E. Subtotal (Cost & O/H & Profit) $78,650.00

• F. Price From CTC $66,344.12

• Adjustment Factor (= E / F) = 1.1855

*Sample Only. Contractor to determine O/H & Profit. Prepare this calculation for more than one sample project.

Filling Out the Bid Form –

* Sample only

1 . 1 8 5 5

1 . 1 9 0 0

1 . 1 9 7 5

1 . 2 0 0 0

0 .2 9 6 4

0 . 1 1 9 0

0 .2 9 6 5

0 . 1 1 9 3

1 . 1 9 1 0

1 . 1 9 8 5

1 . 1 9 2 5

1 . 1 8 6 0

1 . 2 0 1 5

0 . 0 5 9 9

0 . 0 6 0 0

0 . 1 7 9 8

0 . 0 6 0 1

Bid Considerations

• Contractors Should Expect To• Prepare Incidental Drawings or Sketches for Some Projects

• Justify Quantity Calculations• Explain Detail of Work

• Prepare Proposals for Some Projects That Might be Canceled• Margins on CTC Tasks Vary• Some Projects are More Profitable than Others• Hold Required Licenses• Rebate 1% of each Job Order as a Contractor License Fee for eGordian®

software access

Contractor Adjustment Factor

Importance of Adjustment Factors• Determines Lowest Bidder AND• Used to Price Individual Job Orders• Price Proposal Total Becomes the Lump Sum Job Order Amount

Risks of Low Adjustment Factor

• Leads to Arguments in Proposal Review• Unsupportable Tasks• Exaggerated Quantities

• Leads to Delays in Job Order Development• Takes Longer to Review Proposals

• Creates an Adversarial Relationship• Reduced Volume of Work• Will Shorten Contract• Lost Profitability

• No Second Chance to Improve your Margin

Review of Key Points

• Focus on Total Potential Value of Contract• $1,000,000

• Evaluate Construction Task Catalog®

• Analyze Unit Prices• Know the General Guidelines for Using the CTC

• Contractor Performance Drives Volume• Ability to Market Program and Services• Responsive Service• Accurate Proposals• Safe and Clean Project Sites• High Quality Construction• On-Time Completion• On Time Close Out

Bids

Sealed bids due: Wednesday, August 15, 2018 at 3:00 PM

The bid shall be sealed and received at the: General Services Department, Support Services Capital Projects1105 Santa Barbara St., Courthouse East Wing, 2nd FloorSanta Barbara, California 93101

Bids• BIDDING DOCUMENTS:

Notice to Bidders Bid Form (includes Non-collusion Affidavit) Certificate of Compliance Bidder's Statements Anti-fraud Certification Bidder’s Bond

Questions• Make Sure you Signed the Pre-bid Sign-In Sheet

• Questions pertaining to this contract are due by Wednesday, August 8, 2018 and should be addressed to:

Celeste Manolas, Capital Projects Manager cmanolas@countyofsb.org