maintenance, repair, and operations joc program...dec 13, 2016 · maintenance, repair, and...
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Maintenance, Repair, and Operations JOC Program
Pre-Proposal Meeting
CSP #16-11-07 Building Automation Systems
CSP #16-11-08 Glass and Glazing Service
CSP #16-11-09 HVAC / MechanicalCSP #16-11-10 Plumbing
December 13, 2016
Agenda
Conroe ISD MRO JOC ProgramGordian MRO OverviewMRO Contract DocumentsMRO ProcessSolicitation DetailsUnderstanding the Maintenance Procurement CatalogCalculating the ProposalsProposal Considerations & ReviewContractor Adjustment FactorsRisk of Low Adjustment FactorsQuestions
Conroe Gordian MRO History
Typical Uses of MRO include:• Facility Repair
• Straightforward Work Items
• Playground Maintenance
• Paving Maintenance
• HVAC Maintenance
Gordian MRO is an Umbrella Contract
MRO Overview – Contractor Benefits
Why MRO Works for Contractors• Good work is rewarded with more work
• Profit is a function of volume• Volume is driven by performance• MRO provides a steady flow of work• Do not have to chase the next project
• Long-term relationship with Conroe ISD• Good work is rewarded with more work• Develop partnership with Conroe ISD
• Reduced Risk• Payment for every element of work performed• Ability to provide input during scope development
MRO Overview
Why MRO Works for Conroe ISD• A Fixed Priced, Fast Track Procurement Process• Work Orders are Lump Sum• The Ability to Accomplish numerous Individual Projects with a Single Competitively Bid Contract• On-Call Contractors Ready to Perform multiple Projects at Different Locations for Competitively Bid Prices• 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• Conroe ISD can Use All Other Methods For Accomplishing Projects
How is Gordian MRO Bid?
Bid Documents:• Conroe ISD Bid
Documents –• 4 individual sets
• MRO Maintenance Procurement Catalog
MRO Contract Documents
Front End Documents
• Notice to Proposers
• Instructions To Proposers
• Bid Forms• General
Conditions• Attachments
MRO Contract Documents
Maintenance Procurement 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
Gordian MRO Contract Documents
• Maintenance and repair specific
• Actual, local costs
Maintenance Procurement Catalog
MRO Process - How is MRO Bid & Awarded?
Contractor bids Adjustment Factors: Normal Working Hours (Applies to all tasks in the Catalog) Other Than Normal Work Hours (Applies to all tasks in the Catalog) Non Pre-Priced
Proposal Form Description Points
A Award Criteria Figure based on weighted Adjustment Factors 30
B Experience and Reputation 20
C Safety Record 10
D Financial Capability 10
E Personnel 20
F Prior Experience with Conroe ISD 10
Total Points 100
Conroe ISD MRO Contracts are Awarded Based on Best Value
MRO Process – How is Work Done?
Owner approvesOwner contacts shall
Owner
Solicitation Details
At time of bidding, Conroe ISD Cannot• Identify or Commit to any Specific Project or Location• Identify or Commit to any Specific MRO Tasks or Quantities
Base Term with Option PeriodsNo Minimum Contract ValueNo Maximum Contract ValueContractor Performance Drives Volume of Work
Solicitation Details
Contracts may be awarded for the Trades listed in this table.
CISD may award any number of contracts per Trade or elected not to award Contract(s).
A proposer may submit individual Proposals for more than one Trade. A proposer shall not submit more than one Proposal for the same Trade.
CSP# / TradeContractor
LicenseRequired
Minimum Contract
Value
Maximum Contract Duration
(Sum of Terms)
CSP #16-11-07MRO JOC Program – Building Automation Systems
No None 5 years
CSP #16-11-08MRO JOC Program – Glass and Glazing
No None 5 years
CSP #16-11-09MRO JOC Program – HVAC / Mechanical
Yes None 5 years
CSP #16-11-10MRO JOC Program – Plumbing
No None 5 years
Solicitation Details
Differing Site Conditions or Changes in Scope• Priced from Maintenance Procurement Catalog• Supplemental Work Order• No Negotiated Change Orders
Filings and Permits• Fees paid for any and all Permits reimbursed 100% - No Markup
Solicitation Details
Internet Based Software Provided with Contract
eGordian® Software Automates the Proposal Process
Understanding the MRO Maintenance Procurement Catalog
Contractor must review and understand “Using the MRO Maintenance Procurement Catalog”
Rules of the gameMake sure you get paid for all appropriate tasksPages 00 – 1 to 00-8 of the MRO Maintenance
Procurement Catalog
Understanding the Maintenance Procurement Catalog
Include All Appropriate Tasks:
Compare these pricesSample only
Non Pre-priced Tasks
Contractor must have permission from CISD to use a Non Pre-priced Task prior to submission
Three (3) Quotes on vendors’ or subcontractors’ letterhead – Justification req’d for less than 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 MRO Maintenance Procurement Catalog multiplied by the quantity;B = The rate for each piece of Equipment not in the MRO Maintenance Procurement 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 Non Pre-Priced Task 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 QuotesTotal Cost for Non Pre-priced Tasks performed by Subcontractors = D x Non Pre-Priced Task Adjustment Factor.
Methods to Calculate the Adjustment Factors
Use Historical Project Data• Select a Completed Project
• You Know Scope and Direct Costs
• Price Project From Maintenance Procurement Catalog
• Add on Overhead and Profit• Calculate the Adjustment Factor
Create a Representative Project• Create a Scope of Work• Get Sub Quotes or Estimate Cost• Price Project From Maintenance
Procurement Catalog• Add on Overhead and Profit • Calculate the Adjustment Factor
Recommended Method Alternative Method
Sample Project 1 – SidewalkDetailed Scope of Work
Location: Martha Johnson Library• Brief Scope: Replace concrete sidewalk at the rear exit• Detailed Scope: Demo existing concrete and base as marked. Replace with 4” Cast In Place
Concrete over 4” Crushed Aggregate Base. Broom finish.• Normal Working Hours Apply
Sample Project 1 - Sidewalk
Sample Project 1Price Proposal Page 1
Sample Project 1 - Sidewalk
Sample Project 1Price Proposal Page 2
Sample Project 1 - Catalog Price vs. Quotes
Demo Existing Sidewalk & Base $ 480.07
Hauling & Dump Fee $ 317.16
Install new Concrete Sidewalk $ 2,264.00
Total: $ 3,061.23
Demo Existing Sidewalk & Base $ 450.00
Hauling & Dump Fee $ 350.00
Install new Concrete Sidewalk $ 2,100.00
Total: $ 2,900.00
Direct Cost of Work from Maintenance Procurement Catalog
Direct Cost of Work from Quotes or Estimates
Sample Project 1 –Putting it all Together
A. Direct Cost of Work from Quotes $ 2,900.00
B. Overhead 10%* $ 290.00
C. Subtotal (Cost & O/H) $ 3,190.00
D. Profit 10%* $ 319.00
E. Subtotal (Cost & O/H & Profit) $ 3,509.00
F. Price From Maintenance Procurement Catalog $ 3,061.23
Adjustment Factor (= E / F) = 1.1463
*Sample Only. Contractor to determine O/H & Profit. Prepare this calculation for more than one sample project.
Filling Out the Proposal Form
1 1 4 6 3
1 1 9 0 0
1 1 6 5 0
0 3 4 3 9
0 7 1 4 0
0 1 1 6 5
1 1 7 4 4
Sample only
Sample Project 2 – PlumbingDetailed Scope of Work
Location: WBN Science Center• Brief Scope: Investigate and Repair Sewer Line • Detailed Scope:
• Remove and reinstall one wall hung toilet to use this as cleanout port for auger. Clean two 4” sewer lines with sewer auger machine. Camera inspect two separate 4 “ sewer lines.
• Women’s Restroom: Saw-cut into existing block/tile walls and install new 4” galvanized cast iron cleanout. Install 36”x36” fire rated access panel with cam latch at cleanout.
• Men’s Restroom: Demo one existing 4” cleanout and install new 4” galvanized cast iron cleanout. Install 36”x36” fire rated access panels with cam latch at cleanout.
• Normal Working Hours Apply
Sample Project 2 - Plumbing
Sample Project 2Price Proposal Page 1
Sample Project 2 - Plumbing
Sample Project 2Price Proposal Page2
Sample Project 2 - Catalog Price vs. Quotes
Site Work $ 481.28
Openings $ 938.42
Plumbing $ 1,739.52
Utilities $ 2,243.97
Total: $ 5,403.19
Direct Cost of Work from Maintenance Procurement Catalog
Direct Cost of Work from Quotes or Estimates
Site Work $ 450.00
Openings $ 925.00
Plumbing $ 1,650.00
Utilities $ 2,200.00
Total: $ 5,225.00
Sample Project 2 –Putting it all Together
A. Direct Cost of Work from Quotes $ 5,225.00
B. Overhead 10%* $ 522.50
C. Subtotal (Cost & O/H) $ 5,747.50
D. Profit 10%* $ 574.75
E. Subtotal (Cost & O/H & Profit) $ 6,322.25
F. Price From Maintenance Procurement Catalog $ 5,403.19
Adjustment Factor (= E / F) = 1.1701
*Sample Only. Contractor to determine O/H & Profit. Prepare this calculation for more than one sample project.
Filling Out the Proposal Formfor Sample Project 2
1 1 7 0 1
1 2 0 0 0
1 1 8 0 0
0 3 5 1 0
0 7 2 0 0
0 1 1 8 0
1 1 8 9 0
Sample only
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 may be canceled• Margins on Maintenance Procurement Catalog tasks vary• Some projects are more profitable than others• Maintain a fully functioning office• Maintain a fully functioning staff• Hold required licenses, if required
Contractor Adjustment Factors
Importance of Adjustment Factors• Determines lowest proposed price AND• Used to price individual Work Orders• Price Proposal total becomes the lump sum Work Order Price
Total Work Order Price
Contractor Adjustment Factor
Annual Price Adjustment• Applied annually on the Contract Award’s Anniversary Date• Based on CCI for the average of the twenty cities published by Engineering News Record• Calculation:
• Average CCI for Current Year = The % Increase or Decrease in Average CCI for Base Year Construction Costs
• Percentage x Original Adjustment Factors = New Adjustment Factors for Next Year
• Normal Working Hours• Other Than Normal Working Hours• NPP Adjustment Factors are Fixed for the Duration of the Contract
Risks of Low Adjustment Factors
Leads to Arguments in Proposal Review• Unsupportable Tasks• Exaggerated Quantities
Leads to Delays in Work 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 Margin
Review / Key Points
Evaluate Maintenance Procurement Catalog• Analyze Unit Prices• Know the General Guidelines for Using the Catalog
Contractor Performance Drives Volume• Responsive Service• Accurate Proposals• Safe and Clean Project Sites• High Quality Construction• On-Time Completion• On-Time Close Out
Proposals
Sealed bids due: Tuesday January 17, 2017 at 2:00 PM
Conroe ISD PURCHASING OFFICE2nd Floor, Building A3205 W. DavisConroe, TX 77304RFP #16-11-__ Maintenance, Repair, and Operations JOC Program, (insert trade)
ONE (1) fully executed paper bid document, ONE duplicate copy and ONE (1) electronic version on a USB (flash/thumb) drive or CD
proposalsProposals shall include:
Cover page with the following: Contractor’s name, address, phone number, Name of Primary Contact, Contract TradeCertification Sheet of this Instructions to ProposersForm A - Adjustment Factor Proposal FormForm B - Experience and ReputationForm C - Safety RecordForm D - Financial CapabilitiesForm E - PersonnelForm F - Prior Experience with Conroe ISDForm 1295 - Certificate of Interested PartiesA copy of current insurance coverage as identified in the Notice to ProposersDebarment FormEdgar Vendor Certification FormFelony Conviction NotificationNon Collusion StatementA duplicate set of all bid documentsAn electronic copy of all bid documents on CD or USB flash drive
Questions?
Make Sure you Signed the Pre-bid Sign-In Sheet
Proposers can view and obtain Contract Documents by accessing the Conroe ISD website at:
http://purchasing.conroeisd.net/eBidding
All questions shall be submitted in writing (No phone calls) by Friday December 16th , 2016 by 12pm CST:
Rick ReevesConroe Independent School DistrictPurchasing Department3205 W. Davis St.Conroe, TX 77304