Division V — PROCUREMENT AND MANAGEMENT OF JOB ORDER CONTRACTS

The City Manager shall prepare and adopt a JOC Policy that, at a minimum, establishes the following: the program's intent, providing specific criteria describing the type of projects that may be authorized; and a process whereby each individual job order is reviewed and approved by the appropriate level of management prior to issuance and in advance of payment. The JOC program shall be used for simple construction projects, remodeling, maintenance, and repair work. The JOC program shall not be used for large, complex new construction projects that require extensive design.

(ORD-16-0008 § 1, 2016)

Each individual job order shall not be approved by the City until a responsible, knowledgeable person other than the project manager has independently completed an estimate and review of the JOC contractor's cost proposal to ensure that the contractor's proposal aligns appropriately with the City's scope of work, that the listed tasks are appropriate and the quantities are accurate, and that unit and system costs are not redundant. If the City determines that the traditional methods of project delivery result in the best value to the City, the availability and ease of use of JOC shall not preclude the use of traditional methods of project delivery.

(ORD-16-0008 § 1, 2016)

The JOC Policy shall establish a process for prequalifying job order contractors in accordance with the requirements of Public Contract Code Section 20101. All contractors must be prequalified prior to submitting a bid for a JOC master contract to provide a reasonable level of assurance that JOC contracts are awarded to contractors who have demonstrated competency, capacity, financial strength and relevant experience to satisfactorily perform the JOC contracts.

(ORD-16-0008 § 1, 2016)

Initial contract terms for JOC master contracts shall not exceed twelve (12) months, with an option of extending the contract for two (2) additional 12-month periods, for a maximum term of three (3) years. No single job order project may exceed Seven Hundred Fifty Thousand Dollars ($750,000.00) during the term of the JOC master contract. No job order project shall be split or separated into small job orders for the purposes of evading the Seven Hundred Fifty Thousand Dollars ($750,000.00) cost limit.

(ORD-21-0038 § 1, 2021; ORD-16-0008 § 1, 2016)

The JOC contractor must perform a minimum of fifteen percent (15%) of the contract work for a project, with no more than eighty-five percent (85%) of the work done by subcontractors. All subcontractors used by the primary contractor must be pre-approved by the City, and at a minimum be required to be licensed, hold liability insurance, and have sufficient relevant experience.

(ORD-21-0038 § 2, 2021; ORD-16-0008 § 1, 2016)

The City shall not approve a job order if the cost of items not listed in the pre-priced unit catalog exceeds ten percent (10%) of the total cost proposal, without written approval of the City Manager or his/her designee. If items not listed in the job catalog are included in the contractor's proposal, the contractor shall be required to obtain three (3) written quotes and use the lowest qualifying quote. For non-prepriced items that are sole source products, the contractor must justify in writing the reasons that three (3) quotes were not obtained. The City shall approve the use of all non-prepriced items and retain all documentation related to the selection of the non-prepriced items, including the three (3) written quotes obtained by the contractor or the documented reason for the lack of three (3) quotes.

(ORD-16-0008 § 1, 2016)

The City may award multiple JOC master contracts to prequalified contractors through a competitive bid process whereby contractors bid a percentage, plus or minus, of the unit prices published in the pre-priced unit catalog. Pursuant to Section 1804 of the City Charter, the City Manager in his/her discretion may reject any or all bids presented and may rebid if in the best interest of the City.

(ORD-16-0008 § 1, 2016)

The JOC Policy shall establish an effective management oversight structure to ensure that project managers receive adequate training to properly administer the JOC contracts and that project managers are sufficiently involved in administering the job orders. Consultants hired by the City as managers of JOC projects should not be affiliated with any entity that provides services related to the JOC project, such as design or engineering services.

(ORD-16-0008 § 1, 2016)

The JOC Policy shall establish a consistent and formal job proposal, project management, and project close out and acceptance process. The close out process shall include the documented performance evaluation of contractors and subcontractors to ensure work is done to the City's satisfaction and to ensure that poorly performing contractors and subcontractors are not used on future JOC projects. All City Manager departments using JOC shall follow the same processes and procedures outlined in the JOC Policy, including use of a common JOC project management software for project documentation and post project review.

(ORD-16-0008 § 1, 2016)

Once the City has issued a job order, all documents pertaining to the job order shall be available for public review.

(ORD-16-0008 § 1, 2016)

A.

Suspend provisions of Chapter 2.84 that pertain to single job order thresholds for projects which address ongoing impacts caused by homelessness, for a more efficient and timelier project delivery.

B.

This Section 2.84.170 shall expire on the later of (i) July 23, 2024, or (ii) with respect to projects begun prior to such date but not yet complete, on the date of completion of such project, unless further extended by the City Council in its discretion by an amendment to this Chapter.

(ORD-23-0037 § 1, 2023; ORD-23-0003(Emerg.) § 1, 2023)