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HomeMy WebLinkAboutExhibit AExhibit "A" Scope of Services The CONSULTANT shall fully develop and implement a Job Order Contracting Solution for the COUNTY using (-ONSULT.ANT's pi oven 6 Phase Development and Implcnientation ProgramTm, which is comprised of the follow ing phases: • Phase I - Program Development • Phase it - Document Development • Phase III - Procurement Support • Phase IV - PR.OGEN"Implementation • Phase V - JOC Implementation and Training • Phase VI - Follow-on Technical Support Included in the Scope of Services shall be the development of all contract docurents, including a COUNTY unique 1OC Construction Task Catalog" containing up 10 240,000 construction and/or demolition tasks Each task shall be specifically priced for the COUNTY and supported b_: detailed written Technical Specifications Other services shall include development of Execution Procedures and a JOC training course The CONSULTANT shall also provide comprehensive procurement and marketing support during the Procurement Support Phase of the project. 1 he Construction Task Cataloe shall be delivered in both hard copy and automated form compatible with all versions of the Windows operating system The Construction Task Catalog' shall be supported by CONSULTANT's proprietary software program PROGEN' , which shall allow for the automated generation of JOC process documents. Proposals, and information management as well as other search, retrieval, and reporting functions The CONSULTANT shall develop and conduct training sessions in the use ofPROGEN' The CONSULTANT shall provide experienced staff that shall be fully responsible for the complete .IOC development and implementation program This staff shall report directly to the designated COUNTY representative and shall be available to assist with any .1OC related issues A complete detailed explanation of the requirements for each phase of the Six Phase Development and Implementation Programim is as follows Phase I —Program Development the Program Development Phase incorporates all the activities necessary to establish the structure of the COUNTY IOC program While IOC is a method -of procurement, it is very different from the traditional methods and many things must be considered when organizing a IOC progaam The Consultant shall provide the following Program Development services: COUNTY JOC Program Structure/Bidding Strategy The CONSULTANT shall organize a series of internal conferences and meetings to develop the overall structure of the COUNTY IOC' program A number of interlocking decisions must be considered in order for the overall JOC program to move forward and be successful The CONSULTANT team shall have Page 1 of 13 unequaled experience in assisting the COUNTY in structuring the IOC program to maximize the cost savings and efficiency of the program A sampling of these interrelated issues and decisions include: • Number of Option Period? • Local Emerging Business Compliance Procedures? • Size of the Performance Bond? • lnsutance Requirements? • Minimum Value`' • Number of .1OC Contractor s? • Procurement Strategy'? • Length of Contract? • Qualifications of -Contractors? • Size of Bid Bond? • Local Emerging Business Goals? • Local Ordinances? • Maximum Value? • L.evel of A'E. Services? The types and sizes of future projects are essential items of information for Program Development The C;ONSU1.:1 ANT . in conjunction with COUNTY Y staff, shall carefully review COUN 1 Y construction, repair and maintenance needs anticipated for the next several years This information shall guide the CONSULTANT and the COUNTY in determining the number, type and size of the lob Order Contracts Once the program size has been established, the CONSULTANT. along with key COUNTY stall, shall structure the COUNTY IOC program and the con-esponding IOC documents and PROGEN'''. Alter the metal) IOC program has been sized and structured. the CONSUL TAN T shall develop the contract documents far each of the contracts Execution Procedures Since IOC is a new and different procurement process for obtaining construction and construction related services, it is critical that the propel procedures and policies be developed. The CONSUL TANT shall incorporate all phases of the .IOC process in the development of the procedures and policies Specific phases of the JOC process for which these policies and procedures shall be developed include: • Project Initiation - How is a IOC project identified? Who approves projects for IOC? When is a .1OC Project Number assigned? How is the .IOC Project Number to be structured? • Project Development - Flow will a preliminary scope of work be documented and refined? Will projects be centralized? Who needs to attend the Joint Scope Meeting? What documentation will a contractor submit with the Proposal? Will liquidated damages apply? • L.ocal Emerging Business Compliance Procedures - What compliance forms will the contractor submit with each Proposal? Who will verify compliance? What documentation will need to be developed? • Permit Procedures - Arc permits required for a specific project? Are permit requirements different for different buildings or uses? Flow and when will permits be submitted? Who will verify permits? What documentation will need to be developed? Exhibit "A" to Gordian Associates Page 2 of 13 • Project Review and Approval - Who will prepare the independent COUNTY estimate? What pricing source will be used to develop the independent estimate? Who will verily the estimate? What documentation will need to be developed? Who will attend the Proposal Review Meeting? Who will review the contractor's Proposal and how? Who will approve lob Orders? • Construction Inspection and Acceptance - Who will inspect the ongoing .IOC ;work? Who ;ill accept the final JOC project? Who will provide quality assurance? How will submittal's and shop drawings be handled? What documentation will need to be developed? • Project Close Out Procedures- Who will certify final completion? How will the technical documentation provided by the contractor be handled? I -low will warranty information be filed and tracked? • Payment Policy and Process - Who will certify final payment? What documentation will need to be submitted with a JOC payment request? What is the step by step payment process? The CONSULTANT shall organize and manage a series of conferences and meetings with key COUNTY staff in order to identify. develop, and draft internal Execution Procedures and policies specifically designed for .IOC These procedures shall be developed incorporating COUNTY standard procedures and policy Each procedural step shall be fully documented and coordinated The CONSULTANT shall assist the COt1NTY in incorporating appropriate saleguards into the Execution Piocedures for the prevention of fi aud, waste and abuse Phase II — Document Development The CONSULTANT shall develop all of the fob Order Contract documents for the COUNTY including the Construction "Cask Catalog'', Technical Specifications. Contract and General Conditions. and Bid Documents The CONSULTANT shall pi ovidc the following Document Development services: Construction Task Catalog@ The pricing of the Construction Task Catalog shall be specific for the COUNTY and shall incorporate current I3row and County area prevailing wage rates. as well as actual local equipment and material prices These local prices shall be obtained in the local Broward County area by the CONSULTANT's staff The content of the Construction Task Catalog"' shall be customized to fit the needs of the COUNTY The CONSULTANT shall conduct a series of review conferences with COUNTY staff to ensure the appropriate construction and construction related tasks are included in each of the Construction Task Catalogsl'. 11 any items arc not already included in the CONSULTANT's 240,000 task database, the CONSULTANT shall develop them for the COUNTY These new tasks shall be for the exact construction product or material that the COUNTY requires for its projects The .IOC Construction Task Catalog must be specific because, together with the specifications, it describes the work the contractor is obligated to perform The 1OC Construction Task Catalog''' shall not contain loose, general or incomplcic task descriptions, inaccurate pricing, and missing tasks Each task in the Conn uction Task Catalog shall have an accurate. customized description, an easily recognized unit of measure, a price to install the item, and ifappropriate. a price to demolish the item A Exhibit ".A" to Gordian Associates Page 3 of 13 task may also have several modifiers which adjust the price flit variations in materials (e g 12 gauge instead of 14 gauge) or for quantity discounts (from 1,000 to 5,000 square ket) When dealing with tasks such as painting, drywall, ceiling tiles and conctetc sidewalks, increased quantifies significantly reduce a contractor's cost and this cost should be passed onto the owner -fhe Construction Task Catalog` shall take into account quantity discounts. which shall be passed onto the COUNTY The Construction Task Catalog shall be continually improved and updated The CONSUL.] ANT shall work with the COUN fY when they are applying the Construction 1 ask Catalog' and if areas for improvement arc noticed, will incorporate the improvement in the very next published hook. Technical Specifications The CONSULTANT shall organize a series of meetings with the appropriate staff to evaluate existing COUNTY technical standards and specifications These technical standards and specifications shall then he incorporated into a comprehensive set of performance based technical construction specifications to be used for each of the lob Order Contracts The coordination of the performance based Technical Specifications and the Construction Task Catalog` is essential to give potential bidders confidence in the pricing structure of the iOC program The CONSULTANT's comprehensive and integrated development process shall allow for the incorporation of the COl.1NTY's technical specifications to be taken into consideration while the pricing for t e Construction Task Catalog is being developed The Technical Specifications for a .Ioh Order Contract dictate the quality of the workmanship and the quality of the materials for the tasks set forth in the Construction Task Catalog` The two documents shall compliment each other and be consistent Since the Construction ]ask Catalog'" is customized for cach the COUNTY, the Technical Specifications shall also be customized Customization of the .IOC Technical Specifications shall allow the COUNTY the flexibility of standardizing equipment and materials Preferred vendors and suppliers can he incorporated into the specifications with the COUNTY having the final approval of 'or equal.' substitutions Contract and General Conditions The Contract and General Conditions are extremely critical documents in the JOC program since they set forth all of the contract requiiements and compliance procedures A poorly developed document can lead to bid protests and claims as well as a breakdown of the non -adversarial relationship that is essential to the JOC program The CONSULTANT shall draft a full set atoms and conditions and coordinate those draft terms and conditions with the various staff elements within the COUNTY Since JOC is a different procurement process, a great deal of the contract language that has been adopted for traditional construction contracting does not apply The CONSUI.TANT shall integrate COUN fY standard contract language and forms with JOC specific language and clauses The CONSULTANT shall develop the Contract and General Conditions very caielully, and in full coordination with COUNTY legal and contracting staff The development of the Contract and General Conditions shall also envision the use of Federal and State funding on certain projects If 1OC is to be used to execute projects funded through these sources. then the appropriate federal and State clauses. certifications and representations shall also be included in the Contract and General Conditions Exhibit "A" to Gordian Associates Page 4 of 13 • .A critical component of any Job Order Contract is to achieve and improve upon the participation soak for local emerging business enterprises The CONSULTANT shall work directly Faith the COUNTY compliance office to ensure that appropriate goals, compliance procedures and contract language is included in the contract package Since work under .JC)C is Identified and accomplished on a project by project basis rather than up font. as in traditional conbaeting. minority subcontracting compliance ploccdures, policies and forms shall be dcveloped and included in the contractual package Bid Documents An essential part of any contract package are the bid documents The CONSUiLTANT shall carefully develop these documents specifically for the COUNTY .IOC program in order to enhance competition and minimize the possibility of a bid protest The CONSULTANT shall prepare and present the bid documents to the bidders in a manner that minimizes uncertainties The "tighter" the bid documents the better the bid prices shall be for the COUNTY The CONSULTANT shall assume the responsibility to fully coordinate all 1OC documents with COUNTY departments such as legal, Purchasing, Minority Business; Finance, and Risk Management, as well as other agencies as required Document Preparation The CONSULTANT shall prepare a draft set of all documents for re\ icw by the COUNTY After incorporation of all comments, the CONSULTANT shall prepare a final contract document set in both electronic and hard copy form lox printing by the COUNTY Phase III - Procurement Support The Procurement Support Phase incorporates all the activities necessary to establish the structure of the -COUNTY .JOC program, to infirm internal COUNTY staff as well as the contracting community about 10C, and to procure the actual JOC contractors The CONSULTANT shall provide the following Procuternenl Support services: External Marketing and Outreach Program 'I he CONSUL. TANI shall coordinate and conduct the external marketing of the 1OC concept to the local community The purpose is to "sell" the JOC program to the local contracting community The CONSULTANT shall accomplish this portion of the program by meeting with various contractor groups, trade organizations and bonding companies. as necessary. in order to solicit support for the concept. 'Intending bidders will have many questions and concerns that must be fully addressed before they will feel comfortable in submitting a bid Internal Marketing Program 1he CONSULTANT shall conduct internal matkcting of the IOC program by holding orientations and seminars m, ith the various members and elements of COUNTY staff These orientations and seminars alc essential in obtaining stall support and cooperation Exhibit "A" to Gordian Associates Page 5 of 13 Pre-I3id Seminars A central feature of the procurement plan for lob Order Contracts are the two mandatory pre -hid seminars for intending bidders Since most public or!uanizations desire to structure their .IOC programs in order to attract the local contracting community, and since most local contractors are unfamiliar with the JOC process, it is essential that a proactile educational program occur prior to kidding An increased information exchange between the owner and the intending bidders will lead to a better understanding of the JOC program, will lower the bid risks. and will result in lower bids The CONSULTANT shall fully organize, coordinate. and conduct both of these pre -bid seminars fhe first pre -bid seminar shall focus on an explanation of the JOC concept, an in depth discussion of thc (.;OUNT r' s expectations from the JOC contractor, critical bid information and dissemination of the contract documents The second pre -bid seminar shall he conducted a week to ten days after the first pre -bid seminar and shall be entitled ".IOC - Contractor's Viewpoint" The purpose of the seminar is to share "lessons learned" with the intending bidders 'What Are the Real Risks?", "\Vhat Are thc Rewards'', ''How to Bid", - ' Calculation of the Adjustment Factor", ' Evaluation of the CTC", and "I-Iow to Staff a JOC" The second pre -bid seminar shall conclude with an extensive question and answer session Phase IV - PROCEN"' Implementation The CONSULTANT shall be responsible for providing the following services for the COUNTY: PROGE `'"' The CONSULTANT shall implement their proven proposal generation and management information system. PROCiFN", «high was specifically designed to support the users of IOC PROGFN* is a comprehensive IOC software package comprised of two versions The owner's (COUNTY's) version shall include a complete management module as well as a verification module for validating contractor's proposals This shall allow the owner to control user access to the components, fields and even forms and reports. It shall logically step through each phase of the process creating a fully auditable management system PR.OGENr' shall have security at every level by both user and group PRO^,EN` shall have an automated validation process which shall eliminate the requirement to double check each unit price and perform endless calculations The contractor's version shall ha\c the complete capability of building .IOC proposals PROGENW" shall be capable or generating all of the Job Order Contract documents including the contractor's Proposal. an independent cost estimate and all management reports and forms PROGI_N" shall have the ability to track Job Order Contract Local Emerging Business subcontracting and compliance information. Internet Based PR.OGEN`' shall operate over the Internet, using the CONSULTANT's servers This solution shall eliminate the need for the COUN J V to purchase any special hardware or software and shall allow the end user to operate float a Windows computer or Macintosh anywhere an Internet connection is present.. The COUNTY shall have no resn-ictions on the number of PROGEN`' users Exhibit "A" to Gordian Associates Page 6 of 13 PROGEN° Setup 1 he CONSUL TAN I shall customize PROGL•N`" to meet the specific nerds of the COUNT Y with regards to COUNTY information such as locations and users as well as specific roans and repo; is PTrOGENS°' Testing, The CONSULTANT shall be responsible for ensuring that MOGEN'" operates for both the COUNTY and the COUNT Y's 10C contractors Testing and debugging the COUNT Y version of PROGL•N shall occur under actual field conditions prior to the implementation of IOC PROG1:N'$ Support The CONSULTANT shall provide continuous support to the COUNTY during the term of the cow') act including upgrades, debugging, telephonic assistance and other related support Phase V - Program Implementation and Training The Program Implementation and Training Phase shall incorporate all the activities necessary to implement the COUNTY 10C program The CONSULTANT shall provide the following Program Implementation and Training services: Development of the JOC Training Program 1 he CONSUL'1AN 1 shall be responsible for developing a comprehensive IOC training program which shall include different course modules so that all elements of COUNTY staff shall receive specialized training The hands-on training program shall be based on approved COUNTY policies and procedures Training shall include a compiehcnsivc training/reference manual with sample Job Orders, flowcharts, and forms The CONSULTANT shall conduct as many training courses as required to ensure that COUNTY staff is filly prepared to execute the .IOC program The training courses shall include practical exercises that shall be based on actual COUNTY projects The .IOC. training program shall be comprised of multiple training modules so that training sessions can be structured to the specific audience The training courses shall stress a hands-on practical application of the JOG program The CONSULTANT shall develop and publish all training aids and material necessary to support the 10C training courses and shall conduct as many IOC. training courses as needed to ensure that COUNTY staff is fir lly prepared to properly execute the .10C program The CONSULTANT shall also develop and conduct a series of .IOC training courses for the selected 1OC contractors prior to initiation of the contract The CONSULTANT's IOC Master Training Program shall be structured in such a manner as to provide the maximum effectiveness and flexibility for COLIN 1-Y staff The .10C Master Training Pimp -am shall be organi7cd as a series of independent course modules Thus "cafeteria structure' shall enable the COUNTY to train selected groups in only those modules of value to them This modular approach eliminates wasteful duplication and lust time on the pal t ofCOt1N TY staff Exhibit "A" to Gordian Associates Page 7 of 13 • Mobilization and Training of the Contractor fhc CONSEIL-TANI shall provide complete training oldie 1OC contractors and shall also arrange and organize the appropriate Reconstruction conferences between COUNTY staff and the .1CX contractors This includes both PROGLN" training and detailed procedural training Items covered in procedural training include Imputation of Proposals, COUNTY Execution Procedures. COUNTY expectations, payment requests and necessary forms In addition, the CONSULTANT shall assist the contractors with any problems that may occur during the mobilization phase. On -Site Execution Assistance 1 he on -site execution assistance is the most critical aspect of implementing a JOC program Our experience has shown that the adoption of a new and different contracting process requires extensive day - in and day -out on -site support COUNTY staff will initially be uncomfortable with this process and will need to have experienced staff available for assistance and reassurance During the 90 day period after award of the first .10C contract, The CONSUL TANT shall provide on -site service as needed to ensure that this critical phase of the implementation process is completed successiuily This assistance shall be provided by experienced JOC users and former .IOC contractors During this 90 day period. the CONSULTANT shall assist COUNTY staff and the contractors with all phases of the .10C process including joint scoping, preparation of independent estimates, inspection and acceptance, payment, proposal development, proposal review and validation, and project close-out The CONSULTANT shall assist in the actual execution of the contracts by helping COUNTY staff develop the initial .lob Ordeis The CONSULTANT shall attend and monitor point Scope Meetings and Proposal review meetings -the CONSUL! AN C shall also monitor the overall 1OC- program and prepare status relents required by the COUNTY Project Schedule The CONSULTANT shall develop and implement the iOC program for the COUNTY within 90 days of the receipt of a notice -to -proceed TO assist CONSUL.1 f in meeting this schedule, the COUN11 shall promptly review and provide comments on all draft documents. .IOC Master Training Program The CONSULTANT shall structure the IOC Master Training Program in such a manner as to provide the maximum effectiveness and flexibility for COUNTY staff the 1OC Master Training Program shall be organized as a series of independent course modules This "cafeteria structure" shall enable the CONSULTANT to wain selected groups in only those modules which are of value to them This modular approach eliminates wasteful duplication and lost time on the part of COUN l Y staff Exhibit "A" to Gordian Associates Page 8 of 13 The C.:C)NSULfAN1 "s IOC Mastcr]raining Program Shall be comprised of the following live modules: • JOC Overview • IOC Terms and Conditions • 1OC Refresher • PROCJFN" • 1OC Execution Piocedures Each module shall be scheduled for one to foul' banns and shall be given as often as requested by the COUN1 Y fhe total number of classroom hours and extent of field training is dependent on the experience and abilities of the staff being trained JOC Overview The 10C: Overview- Module shall he designed to familiarize COUNTY staff with the overall IOC: concept Topics shall include an overall JOC orientation as well as a discussion on how IOC shall be implemented In addition, IOC: shall be presented from a contractor's perspective in order for COUNTY staff to better understand the contractors risk and potential reward Included in this module shall he a discussion on how a contractor develops a IOC bid The components of the IOC Oveivieva Module shall be: • 1OC Concept • IOC Program • Contractor's Perspective • Questions & Answers The JOC Overview N1odule shall be presented in lecture format usine computer generated overhead projection materials and shall be scheduled to be given in a two hour block Copies of all the materials used in the presentation shall be contained in the training manual. JOC Ten' ins and Conditions 1 he JOC leans and Conditions Module shall be a detailed discussion of the contractual terms of the contracts This module is designed for project managers and procurement staff The terms and conditions are the "rules" under which the IOC program shall be implemented It is critical that key operational and procurement staff fully understand the contract documents The components (tithe IOC Terms and Conditions Module shall be: • Gcnei al Conditions • 10C Specific Conditions • Lessons Learned • Questions & Answers the JOC 1cims and Conditions Module shall be presented in a lecture format and shall be scheduled to be given in a two hour Klock Copies of all materials and the contract terms and conditions shall be contained in the uainine manual Exhibit "A" to Gordian Associates Page 9 of 13 JOC Execution Procedures The 10C Execution Procedures Module shall be a comprehensive review of approved COUNTY Execution Procedures for .IOC, as well as hands-on development of actual Job Orders This module shall be designed for project managers After the C'OUNI Y procedures flowchart is studied in great detail, the class shall be given the opportunity to complete a series of practical exercises designed to develop a complete lob Order based on an actual COUNTY project in addition to the classroom work, experienced staff attic CONSULTANT shall accompany each project manager during the development of actual Job Orders with the contractor. The CONSUL:TANI` staff shall be with the COUNTY project manager to answer questions and to give advice as needed The components of the iOC Execution Procedures Module shall he. • Execution Procedures • Contract Forms • In -Class Practical Exercises • On -Site Support The 1OC Execution Procedures Module shall be presented in a mixed lecture and practical exercise format using computer generated overhead projection materials and handouts. and shall be scheduled to be given in three hour blocks Copies of COUNTY Execution Procedures and sample forms shall be contained in the training manual The CO.NSULTANT shall also prepare a one sheet reference guide highlighting the procedures and forms that need to be completed for each step in the process PROGENro The PROCjEN Module shall provide a thorough overview of the proprietary 10C management information solution This module shall be designed for project managers, with a limited module utilized for contractor's Training shall be provided to staff through each step of the IOC process, fiom project initiation, to reviewing and validating a contractor's proposal, to project closeout The primary interface of PROGENY' shall be Windows Explorer based The components of the PROGEN€ Module shall be: • Administering PROGENY' • PROGENY' Starting Out • General JOC Management • Proposal Development • PROG1_N Reports • PR.OGLN® Utilities The PROGENt Module shall be presented in a mixed lecture and practical exercise format using computer generated overhead projection materials, handouts and hands-on computer exercises, and shall he scheduled to be given in three to four hour blocks Copies of the PROGEN` documentation shall he contained in the training manual Exhibit "A" to Gordian Associates Page 10 of 13 JOC Refresher The IOC R.efreshcr Course shall he a workshop discussion of all aspects of the IOC process that shall he offered to those who have had an opportunity to get some actual experience with the process This module shall be designed for project managers and procurement stall The focus of this session shall be on the lessons learned and the sharing of those lessons with other members of the staff This session shall also help identify if there are any problems with the execution process it is recommended that every project manager attend at least two 10C. rehesher courses, one after about a month's experience and the second one after three month's experience. 1 he components of the JOC Refresher Module shall be: • Procedures Review • Lessons Learned • )pen Discussion The JOC Refresher Course shall be presented in a mixed lecture and workshop format using computer generated overhead projection materials and handouts, and shall be scheduled to be given in a three hour block Copies of the JOC Reference Guides shall be provided to each project manager. Training Frequency The CONSUL 1 ANT shall conduct as many .JOC training courses for COON I Y and contractor staff as required to ensure that the staff is fully prepared to properly execute the .IOC program Phase VI: Follow -On Technical Support Following the initial 90 days of on -site execution assistance and providing that the IOC program is progressing smoothly, the CONSULTANT shall continue to maintain a periodic on -site and full time off -sue presence for the COUNTY During the on -site visits, the CONSULTANT shall review on -going project development and execution and recommend improvements, if necessary The CONSULTANT shall remain on -call at all times for any unforeseen problem that may require immediate attention The CONSUL !ANT shall provide the following Follow -On Technical Support set vices: .IOC Contract Preparation The CONSULTANT shall provide the COUNTY with JOC: contract documents for new iOC contracts and IOC re -bids as follows: • Update Construction Task Catalogs' and Technical 'Specifications the CONSULTANT shall work closely with the project managers on existing contracts, to identify non-prepriced tasks, price those tasks, and insert them in the Construction Task Catalog* to minimize the number of nun-prcpriced items • Monitor recent changes and recommend improvements to the Contract and General Conditions to clearly specify the requirements of the COUNTY' • I'm -the) develop and rmptement pre -award criteria Exhibit "A" to Gordian :Associates Page 1 1 of 13. • Identify new ptoccsses to further define contract requirements and contractor capabilities to ensure that the COUNTY retains qualified IOC contractors • Customize the JOC process and Contract and General Conditions documents to meet the needs of the COUNTY Marketing Support The C:ONSIJI.-TANT shall provide procurement and marketing support during the solicitation of new IOC contractors This support shall include preparing all necessary documents and notices, prcparing and participating in all pre -bid conferences, external marketing to the local contracting community, evaluating the contractors proposed management plan, stalling plan and personnel, and assisting new contractors during mobilization Contract Implementation and Technical Support The CONSULTANT shall provide the following contract implementation and technical support services during the term of the contract: • Organize and participate in pre -construction conferences and provide assistance to the COUNTY and the contractors in project start-up Train and assist COUNTY staff in management of the JOC program. • Conduct complete training sessions for new employees and contractors in the execution of JOC and the use of the PROGEN' on an as needed basis • Conduct periodic refresher training sessions for COUNTY staff and JOC contractors in the execution of .JOC and the use of the PROGEN°' • Continue to develop and customize Execution Procedures, training materials, fors and reports to facilitate the management and execution of JOC • Work closely with the COUNTY and the contractors to ensure that both parties arc executing .JOC in accordance with the established procedures Assist the COUNTY in dealing with the contractors to ensure that they have adequate and experienced staff and arc meeting the terms of the contract Advise the COUNTY to discontinue the issuance of Job Orders to non -responsive JOC contractors Through an on -site presence, trouble shoot specific high profile projects by arranging and participating in field meetings; reviewing Proposals with COUNTY project managers; assisting project managers in cost estimating; and, meeting with the project managers and contractors to expedite development and construction of the Job Orders • Assist the COUNTY in conducting periodic rep icws of the IOC program, performance and effectiveness Develop documentation, reports and statistics regarding essential elements of the program. Document this information for senior management review and evaluation. • Conduct independent audits and reports of the JOC program to verify compliance with COUNTY JOC procedures and policies, and use the results of those audits and reviews to formulate and Exhibit "A" to Gordian Associates Page 12 of 13 perform additional training, develop revised Execution Procedures, and make recommendations for future staffing strategies • Provide on -site implementation assistance to the COUNTY in interpretation of IOC procedures, Construction Task Catalog` tasks, and .IOC contract documents The CONSUL TANT shall serve as a mediator and/or facilitator on behalf of the COUNTY to resolve problems associated with the JOC program • Provide pro -active implementation assistance to the COUNTY in the execution of the .IOC program with experienced, on -site project managers to periodically work with COUNTY staff in the development and execution of lob Orders PROGENa'Support The CONSULTANT shall provide follow-on technical suppoi t services fir the PROGENk using multiple communication methods in a convenient and efficient manner These methods include Internet access, and a toll free telephone support line • Internet: PROGEN� - The CONSULTANT website shall have access to a full range of support tools The users can conduct their own searches of The CONSULTANT'S knowledge based database for solutions to any problems they may be experiencing. The user shall be able to ask questions or submit comments on line and obtain a case number that shall allow them to track the CONSULrANT's response The user can also read about our progress concerning upgrades or technical support tips in our online newsletter "13uld Solutions " • loll Free Support line - The CONSULIANT's toll face PROGRe user support line shall connect the user with a Gordian Group technical support specialist who shall promptly assist the user concerning their immediate questions 1 he CONSULTAN1 shall also provide PROGE.N''' technical support services as follows: • Provide updated versions of PROGLN* • Provide continuous PROGEN" support to the COUNTY and to the JOC contractors using multiple communication methods discussed above • Provide a prompt response and resolution of any PROC;EN'" question or problem • Provide disaster recovery assistance services in the event of a catastrophic loss of client data Gordian Associates (JOC) - Exh A doc 1 /6/05 Exhibit "A" to Gordian Associates Page 13 of 13