Special Notice / Hearing: None__
Vote Required: Majority
To: Honorable Board of Supervisors
From: James C. Porter, Director of Public Works
Subject: Amendment to the Agreement with The Gordian Group, Inc. for Job Order Contracting System and JOC Program
RECOMMENDATION:
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Adopt a resolution authorizing an amendment to the agreement with The Gordian Group, Inc., for the maintenance and support of eGordian, the Job Order Contracting (JOC) System and JOC Program, increasing the amount by $300,000 for a new not to exceed amount of $825,000.
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BACKGROUND:
On August 8, 2017, your Board adopted Resolution No. 075396, which authorized the Agreement with The Gordian Group, Inc. for the maintenance and support of eGordian, the JOC System and JOC Program in the amount of $500,000.
On March 18, 2019, the Director of Public Works executed Amendment No. 1 to the agreement with The Gordian Group to increase the agreement amount by $25,000 to $525,000 to continue providing ongoing maintenance and support of eGordian, the JOC system and JOC program
In accordance with the Agreement, the services provided will include ongoing support for the administration of the Job Order Contract process consisting of software support, maintenance, and training of JOC contractors and Department of Public Works (Department) personnel as necessary, as well as, provide optional services at the County’s request for Job Order development, construction management, and estimating for the facilitation of JOC projects.
In consideration for maintaining and providing on-going technical support to the JOC program, the agreement provides The Gordian Group a license fee of 1.95 percent of the value of work ordered for every Job Order issued through the JOC program.
In consideration for providing optional services for Job Order Development and Construction Management, are compensated at a rate of 3.05 percent and 5.95 percent, respectively, of the value of each Job Order, and $150 per hour for estimating services for the facilitation of JOC projects.
The Department is currently using The Gordian Group’s proprietary software system, eGordian (System), for 22 JOCs, (seven for General Construction, two for Mechanical Works, four for Roofing Services, two for Painting Services, two for Plumbing Services, one for Flooring Services, one for electrical/lighting services, and three for Engineering). The System has been customized to fit the County’s JOC needs. The current JOC contracts will expire in July 2019, January 2020, and March 2020.
The Department has made increasing and substantial use of this system and program since its implementation. Approximately $72 million in job order contracts have been issued and over $55 million in projects have been completed under the program in the past ten years. Recently, the Department has used the JOC Program for estimating services and completion of more substantial maintenance projects, leading to increased JOC fees and reaching the maximum agreement amount.
DISCUSSION:
Should your Board approve Amendment No. 2 to the Agreement, the amendment would increase the not-to-exceed amount of the agreement to $825,000 and allow The Gordian Group, Inc. to continue providing ongoing maintenance and support of eGordian, the JOC System and JOC Program through the end of the term of the agreement which is on August 7, 2020.
County Counsel has reviewed and approved the resolution and amendment as to form.
Approval of this action contributes to the Shared Vision 2025 outcome of Collaborative Community by reducing the cost and time required to execute major maintenance and renovation projects throughout all County facilities.
FISCAL IMPACT:
This amendment will increase the current contract amount by $300,000, for a new not-to-exceed amount of $825,000. Funding for this amendment has been included in the Department’s Fiscal Year 2018-19 Approved Recommended Budget and Fiscal Year 2019-20 Preliminarily Recommended Budget. There is no impact to the General Fund.