Timely Execution: Addressing Critical, Non-Emergency Construction Needs in Schools

James Flanagan

Regional Director, Northeast

Gordian

Nate Tillman

Contract Administration Manager, Program Design & Contracts

Gordian

What challenges do districts face when they need major renovations or repairs done immediately, but they aren’t enough to constitute an emergency?

James Flanagan: Emergency projects are those that pose a significant threat to life, health, property and the environment. Most schools already have Emergency Action Plans in place to address those needs. We’ve found that most schools typically struggle to complete work quickly when the project is not necessarily an emergency, but still requires an urgent response. We call these Immediate Response Projects – and they are time-sensitive, high priority projects where a rapid procurement process is essential for successful completion.

Nate Tillman: A challenge we often see is school districts have limited in-house staff, which hinders the ability to complete projects on time. Another challenge facing district officials is having to comply with strict local procurement laws, which may require schools to go out and bid publicly or obtain a minimum of three independent quotes – lengthening the time to procure. Also, schools generally prefer to do construction when students are not in session, which obviously creates another layer of difficulties and pressure.

Flanagan: I’d also add that there can be political pressure from the school or community to complete a project in a rigid timeframe.

What types of situations require immediate responses?

Flanagan: An Immediate Response Project can include installing AC units during summer break before classes start in September, athletic field upgrades before the season starts or replacing a furnace before students and faculty return from holiday break. In each of these situations, there is limited time for school districts to draft a scope of work, review cost proposals, select a qualified contractor, identify equipment lead times and issue the Purchase Order to ensure construction will start and complete on schedule.

Tillman: Another common example is completing a cafeteria upgrade like a damaged ceiling during a summer or holiday break. Schools may also have remaining grant money that needs to be allocated before funding expires at the end of a calendar or fiscal year, causing the need for an immediate response to get a Purchase Order before the deadline.

How can district leaders expedite these projects that would normally require much longer to complete?

Tillman: Generally, districts utilize Job Order Contracting, or JOC, to expedite the project delivery process. JOC is a construction procurement process designed to accomplish multiple projects with a single, competitively bid master contract based on a Unit Price Book. JOC eliminates the time and administrative burdens associated with the traditional bid process and can be used to complete a multitude of projects, including renovation, repair, alteration, demolition, maintenance, replacement-in-kind and straightforward new construction work.

Flanagan: With JOC, the contractors have already been awarded based on local procurement laws, so schools are getting qualified contractors that are on-call and ready to perform. The pre-set unit pricing ensures schools are getting work done at fair and reasonable prices for the project, which also prevents contractors from charging premiums when the urgent response is required. Lastly, JOC can provide schools with the flexibility to easily add or remove project scope in order to fit within budget.

Are districts able to use Job Order Contracting proactively, without needing an immediate response?

Flanagan: Yes. It is common for schools to plan out their larger projects, like HVAC installations or oil tank removals years in advance and try to procure the work through traditional bid methods. However, JOC can be a great service to consider in these situations because it allows the school to connect with qualified contractors much earlier in the process, allowing them to gain valuable insights to improve the quality and efficiency of their project delivery process.

With JOC, schools can receive feedback from contractors without waiting for the completion of, and bidding out, the design drawings. Schools can consult with contractors to receive high-level estimates to set budget expectations or information about equipment lead time to assist with project scheduling. Contractors may also provide value engineering solutions to help bring a project within budget. Overall, the level of communication in JOC is significantly enhanced, resulting in a more transparent process. JOC has proven to be particularly helpful to schools with a large backlog of deferred maintenance, who haven’t had the time or the supporting staff to get started.

To learn more about Job Order Contracting, visit: https://www.gordian.com/products/job-order-contracting/