Consideration and Approval of Contract: Multiple Job Order Contracting Services Contracts for upcoming projects under $1,000,000.

• Horizontal Construction: Eagle Mountain Construction Co. (EMC), Kinney Construction Services, Inc. (KCS), Markham Contracting Co., Inc., and Tiffany Construction Co.
• Vertical Construction: Kinney Construction Services, Inc., Loven Contracting, Inc., and Wespac Construction, Inc.
• Water/Wastewater General Construction: KEAR Civil Corporation, PCL Construction, Inc., and Schofield Civil Construction, Inc.
• Water/Wastewater Controls Construction: M# Engineering and Technology Corporation and Southwest Automation Services, LLC
• Landfill Construction: Fann Contracting Inc., Markham Contracting Co., Inc. and Rummel Construction, Inc

Award of the Job Order Contracting (JOC) Services Contracts will allow expediency for project delivery during the short construction months, while providing best value to the project. The City has utilized cooperative contracts in the past to accommodate this need. The JOC Services Contracts follow the Arizona Revised Statutes (A.R.S.) Title 34 expenditure limits for Job Order Contracting. Each job performed under the overarching JOC Services Contracts will also require the contractors and the City to execute an individual JOC Construction Contract which will specify each project's name, cost, time to completion and will require the contractors to provide bonds and insurance coverage specific to each individual project initiated under the JOC program.  
 

Costs will be expended from budgets already approved and allocated by the City Council. Awarding multiple contracts based on specific areas of qualifications and experience on an as needed basis will result in increased efficiency.  

Priority Based Budget Key Community Priorities and Objectives
 
Regional Plan
 

Yes. Flagstaff City Council approved Multiple Job Order Contracting Services Contracts at the July 21^st meeting in 2015 (item 10.D.).

1. Approve the multiple JOC Services Contract awards as recommended
2. Approve a smaller number of JOC Services Contracts
3. Reject the JOC Services Contracts and re-solicit with revised scopes of disciplines
4. Reject the JOC Services Contracts and do not re-solicit

The City of Flagstaff handles and manages a significant number of projects, which span a wide range in size and complexity in each discipline area. Job Order Contracting is a way for the City to get numerous, commonly encountered construction projects done quickly and easily during the short construction season. JOC reduces burdensome levels of engineering, design, and contract procurement time along with construction project procurement costs by awarding long-term contracts for a wide variety of renovation, repair, and construction projects. Staff determined that up to four contractors in the vertical and horizontal construction disciplines and up to three contractors in each of the other three discipline areas would be adequate to handle the City’s estimated projects needed.

Additionally, the City has also utilized cooperative contracts from other municipal agencies for required JOC projects. Some cooperative contracts may carry an administration fee, either charged to the contractor and passed through the pricing to the City, or directly to the City. Having the City of Flagstaff's own JOC Services Contracts could reduce or eliminate the need to utilize cooperatives for these sorts of projects.

Purchasing utilized the Request for Statement of Qualifications (RSOQ) solicitation method in determining the most qualified and experienced contractors participating in JOC Services. The RSOQ rendered 44 Statement of Qualifications (SOQ) from interested contractors across all five disciplines advertised. An evaluation committee comprised of six members, including one local registered contractor, evaluated all responses in the following evaluation criteria:

1. Firm/Team Overview, General Background & Information
2. Company Project Management Approach
3. Experience and Qualifications of Firm and Key Personnel
4. Project Approach
5. Executive Summary of Qualifications and Experience Presented
6. Value Added Knowledge and Experience

After completing the evaluation process, the evaluation committee identified the four top firms in the discipline of Horizontal Construction, the three top firms in the disciplines of Vertical Construction, Water/Wastewater Treatment Plant Construction and Landfill Construction, and the top two firms in the discipline of Water/Wastewater Treatment Plant Controls Automation Construction.

The Evaluation Criteria and Basis for Award section of the RSOQ solicitation document notified applicants that awards may be made to one or up to four firms in the Horizontal and Vertical Construction disciplines and that awards may be made to one or up to three firms in the other remaining disciplines (Water/Wastewater Treatment Plant Construction, Water/Wastewater Treatment Plant Controls Automation Construction and Landfill Construction).
 
Staff recommends award of JOC Services Contracts to:

• The top four firms in the discipline of Horizontal Construction
• The top three firms in the disciplines of Vertical Construction, Water/Wastewater Treatment Plant Construction and Landfill Construction
• The top two firms in the discipline of Water/Wastewater Treatment Plant Controls Automation Construction

Scoring summary results are attached.

The JOC Services contracts (attached as JOC Services Contract) allows for an initial three (3) year term, with the option to extend the contract for two (2) one-year additional terms. Specific projects will be awarded on an as needed basis, based upon competitive pricing requested of the contractors. Each project will then be awarded on a separate construction contract containing the City's required terms and conditions, bonding requirements, and engineering requirements for City-owned construction projects (attached as JOC Construction Contract).
 

Job Order Contracting Services will allow the City to react more quickly to repair and make enhancements and/or additions to, facilities as well as other infrastructure including, but not limited to, roadways and FUTS trails.
 
By awarding the recommended JOC Services Contracts Council will be allowing the City to continue this program that has proved to be quite vital and successful over the last five years.
 
The JOC Services Contracts will:

• Save a considerable amount of staff time in contracting for smaller capital, maintenance and repair projects;
• Maximize the accomplishment of the large number of projects needed during Flagstaff’s small construction season window, minimizing the number of winter shut downs needed;
• Save the City the cost of multiple solicitation advertisements and staff time as well as the related soft dollar (indirect overhead) costs of conducting a formal solicitation process for each separate project

Increased efficiency in project delivery will render project and staff time savings that will then be utilized on other additional projects.  With all non-emergency related projects, City Staff will make its best effort to obtain pricing proposals from all JOC contractors in the particular discipline under which the project falls. City staff will then move forward with the lowest cost proposal and initiate a JOC Construction Contract with that chosen firm to perform the work.

Community will receive repair and enhancements to their roadways, trails, service facilities and other infrastructure in a more expedient manner.

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