Special Notice / Hearing: None__
Vote Required: Majority
To: Honorable Board of Supervisors
From: Ann M. Stillman, Director of Public Works
Subject: Agreement with The Gordian Group for the Job Order Contracting System
RECOMMENDATION:
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Adopt a resolution:
A) Waiving the Request for Proposals (RFP) process; and
B) Authorizing the President of the Board of Supervisors to execute an agreement with The Gordian Group for the maintenance and support of eGordian, the Job Order Contracting (JOC) System and Job Order Contracting Program, for the term of June 10, 2025 through June 9, 2030, in an amount not to exceed $1,500,000.
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BACKGROUND:
Job Order Contracting (JOC) is a task-based method of project delivery whereby contractors (e.g., general construction, mechanical, electrical/lighting, plumbing, flooring, hazardous materials, painting, roofing, utilities, and roads) agree to perform various construction tasks for a set fee. JOC has been extensively utilized at the federal, state, and local government levels for over 29 years.
The Gordian Group (Gordian) proprietary software system, eGordian, has been used by the Department of Public Works (Department) to bid, track, and manage up to 24 job order contracts in various trades since its implementation with the Department in 2008. The Department initially worked with Gordian to develop the system for vertical building projects and later expanded the program to include projects related to civil engineering and horizontal infrastructure maintained by the Department. The Department has successfully completed over $52,000,000 in projects through the JOC program over the last five years. The Board of Supervisors has authorized prior agreements with Gordian, with the first agreement in 2008 after the Department conducted a request for proposal process. The prior agreement and amendments with Gordian were authorized by Resolution Nos. 077667, 079403 and 080160 on August 4, 2020, January 3, 2023, and January 30, 2024, respectively, for a term of five years for an agreement amount of $1,375,000.
The Department has utilized the JOC program, through Gordian, since its inception to complete numerous construction task projects including repair and emergency response restoration work in response to the early 2023 winter storms, work on the County’s supportive housing projects, and projects in the approved Capital Improvements Plan (CIP).
DISCUSSION:
The Department can facilitate approved CIP projects using Gordian’s proprietary software, eGordian, which expedites project delivery through set fees for construction tasks as part of the JOC program. The eGordian software is customized for the County’s JOC needs and is a full-service JOC product and service provider. A description of Gordian’s services and qualifications are included in Exhibit A.
The Department recommends waiving the Request for Proposals process to allow Gordian to continue providing JOC program services without interruption. In accordance with Administrative Memorandum No. B-1 Section IV. Waiver of Competitive Requirements Subsection C. Non-Emergency - General Exemptions and, as described in Exhibit A, utilizing Gordian as a “single source” would be in the best interest of the County to avoid costly conversion to an unfamiliar program platform. The recommendation is based on several factors including the nature of Gordian’s specialized expertise, the task catalogs which have been custom-tailored for the Department and relied upon for JOC contractor bidding, the software system, the Department’s familiarity with the programming and use of system, and use of the system to complete work. In addition, a change in service providers would require re-establishing 22 current JOC contracts under the existing JOC program.
It is in the best interest of the County to allow Gordian to continue supporting the Department’s JOC program expediting project deliverables.
The Department recommends that the Board of Supervisors execute an agreement with Gordian for a not-to-exceed amount of $1,500,000 for the term of June 10, 2025 through June 9, 2030.
The County Attorney has reviewed and approved the resolution and agreement as to form.
COMMUNITY IMPACT:
The JOC program positively impacts communities by improving efficiency and affordability of public works projects, leading to better public facilities, increased economic activity and enhanced quality of life. JOC streamlines procurement, reducing delays and allowing projects to be completed sooner resulting in expedited access to needed services and improvements to County facilities.
FISCAL IMPACT:
The term of this agreement is June 10, 2025 through June 9, 2030 for an amount not to exceed $1,500,000. Funding for this agreement is included in the Department of Public Works Capital Projects Adopted Budget for FY 2024-25 and proposed future budgets.
There is no additional impact to the General Fund.