PURPOSE
The purpose of this Procedure is to provide guidelines for establishing a Job Order Contract (Contract) as an expedient method of project delivery for urgent necessity sewer replacement and rehabilitation.
BACKGROUND
The Bureau of Sanitation (BOS) is responsible for the operation and maintenance of the City of Los Angeles (City) sewer system. Although BOS typically performs preventive maintenance and repairs to the City’s sewer system, many urgent necessity repairs are beyond the capacity of BOS maintenance forces due to the extent and complexity of the work required. It is essential to maintain the sewer system in operational condition through expedient repairs to protect public health and safety. Since its inception in 2003, the Super Expedited Wastewater Emergency Rehabilitation for Sewers (SEWERS) Program has allowed for making timely and cost-effective repairs to keep the wastewater collection system operational. This contract is an alternative to the time and material payment method normally used with the Emergency Sewer and Storm Drain Repairs On-Call Contracts.
The SEWERS program consists of multiple pre-qualified contractors performing work with a pre-approved contract cost ceiling and set contract duration. Work is paid using fixed unit prices for a large variety of work items associated with typical sewer repairs and replacement in streets and alleys. The SEWERS program generally does not work in easements, make repairs to deep or large sewers, or make complicated repairs. Each work location is a project with a unique work order. Basic design drawings are prepared with a quantity take off (QTO) for each work location. A Construction Order is issued for each project, including a schedule of work and prices and design drawings. Construction Orders are issued to the contractor based on the procedures specified in the SEWERS Contract. Changes to the work are paid using established Change Order procedures.
REFERENCES
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RESPONSIBILITIES
- Board of Public Works (BPW): The BPW is responsible for authorizing the establishment of the SEWERS Contract. The BPW is responsible for the approval of specialty contract bids valued over $150,000.
- Construction Manager (CM): The CM is responsible for delivering the SEWERS program. The CM coordinates with the BOS, oversees the design and construction of projects, and reports on the status of the program. Some of the CM responsibilities may be delegated to the PE/CE.
- Project Engineer (PE): The PE is responsible for the preparation of a brief plan of the work and the preparation of a quantity take-off (QTO) for each project.
- Construction Engineer (CE): The CE is responsible for monitoring the construction of the work, coordinating with the Bureau of Contract Administration (BCA) Project Inspector and other entities, as required, communicating and negotiating with the contractor, timely initiation of and responses to project documentation, and required PW approvals.
- Contractor: The Contractor is responsible for providing the proper response to construct the necessary repairs, complying with work directions from the Construction Engineer and Project Inspector, timely submittal of project documents and records and providing for and maintaining a safe working site.
- Project Inspector: The BCA Project Inspector is responsible for verifying the Contractor’s compliance with normal safety procedures, the project plans and specifications, traffic control, material compliance, labor compliance requirements, tracking construction activities, approving and signing the Contractor’s Time and Material (T&M) daily sheets and preparing all required project documentation.
- Wastewater Conveyance Construction (WCC): The Wastewater Conveyance Construction division is responsible for administering the SEWERS Contract.
PROCEDURES
Specialty contracts provide the BOE methods to initiate and perform necessary work expeditiously and efficiently. Currently, there are specialty contracts for CiSCo and Super Expedited Wastewater Emergency Rehabilitation for Sewers (SEWERS).
Establishing SEWERS Contracts
The SEWERS Group provides for expedited repairs and replacements of small diameter sewer collection facilities throughout the City with a Job Order Contract (JOC). A JOC is a contract delivery method used to accomplish a large number of individual projects under a single master contract awarded to the most qualified pre-qualified bidder or bidders who are licensed, bonded and general liability insured. Selected bidder agrees to a fixed period, fixed unit price, and indefinite quantity contract that provides for the use of job orders for public works or maintenance projects. Work is authorized under the JOC through the issuance of job orders. Because the contractor has been selected and the unit price is fixed, the JOC allows contractor input prior to design, which can expedite the work.
The BOE, based on current needs of the SEWERS program, will create a JOC with a contract duration of up to five years and can be awarded to multiple contractors on the basis of a competitive bid process. All SEWERS Contracts require an Office of the City Administrative Officer (CAO) Notification of Intent to Contract form, which is to be completed and submitted to the CAO. Business Inclusion Program (BIP) outreach requirements are requested to be waived by the BPW and Mayor’s Office for the SEWERS Contract.
For the SEWERS Contract, an RFQ package is prepared (Attachment 23.3- 1), which describes the work and minimum contractor qualifications and requirements, requests the contractors to provide evidence of their qualifications, and requests the prospective bidders to submit bids by completing a “Bid Evaluation Workbook”. A Board Report is prepared 1) requesting the authority to advertise the RFQ, 2) authorizing the BOE to review the RFQ responses based on the stated requirements, and 3) requiring that the proposed SEWERS list be returned to the BPW for adoption and execution of contracts. The contractors are to bid on proposed work items using varying pipe sizes, depths, traffic situations, and locations in the City. The successful contractor’s bid items establish the fixed unit prices for the contract. The submitted Statement of Qualifications (SOQ) are reviewed and evaluated, and a board report is prepared for the BPW to adopt then execute the SEWERS Contract. After the BPW adopts the Award Board Report and executes the contract, the BOE has the authority to proceed with and perform the work per the requirements of the SEWERS Contract. SEWERS will typically consist of capital and maintenance projects and are funded through the Sewer Construction & Maintenance (SCM) fund managed by the BOS. The BOS based on the description of the type of work (capital or maintenance) will determine the funding source.
Initiating SEWERS Construction Orders
During the on-going BOS assessment and maintenance program, sewer reaches are identified that require urgent necessity repairs. Once a reach is identified that requires urgent necessity repairs, the BOS initiates an Urgency Project Request Form and sends it to the BOE. The BOE then generates basic design package based on the scope of work as indicated by the BOS in the Project Request Form and prepares a quantity take-off (QTO) estimate (Attachment 23.3-2) based on the fixed unit prices submitted by each Contractor in their SOQ. A Construction Order is issued for each project. For each Construction Order, the Construction Engineer selects the applicable bid items and respective bid item quantities to determine the final QTO estimate for each contractor and then selects the contractor in accordance with the contract specifications. SEWERS construction orders typically have construction cost of under $150,000. If changes are required during the construction, a change order will be used to provide documentation and control. The BPW is responsible for the approval of construction orders, change orders, and project total cost (sum of construction orders and change orders issued) valued over $150,000.
Reporting Requirements
The SEWERS Contract program reports on a quarterly basis to the Board of Public Works and to the Program Review Committee (PRC) that is comprised of the BOE and the BOS Executives.
RELATED PROCEDURES
LINKS / ATTACHMENTS
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