Questions to ask when reviewing a JOC task order proposal

Does the scope match what was walked and written?

Begin with the agreed written scope, not the proposal total. Compare the locations, work descriptions, inclusions, and exclusions with the site-walk record. If the proposal assumes a different solution or omits part of the work, resolve that difference before approval. A clear scope gives every other pricing question a reference point.

Ask the contractor to identify assumptions that affect the price or schedule. Confirm who is responsible for investigation, design information, access, and protection of existing conditions. Keep the revised scope and proposal together when questions lead to changes. Do not approve one version of the scope while expecting delivery under another.

• Is every required part of the written scope represented?
• Have exclusions and unresolved conditions been agreed in writing?

Are line items mapped to the correct book tasks?

Read the unit price book description for each significant or unclear line. Confirm that its unit of measure, included work, and stated conditions match the proposed activity. A task number is useful only if the reviewer can trace it to the work. Similar task names do not establish that two selections are interchangeable.

Check for overlapping line items and work already included in another task. Ask for the book reference or supporting explanation when the selection is unclear. Confirm the applicable book edition and any adjustments allowed by the contract. Keep the review focused on the actual descriptions rather than accepting a shorthand label in the proposal.

• What does this task include, and what is priced separately?
• Can the selected task be traced to a specific scope requirement?

Do quantities match field conditions?

Review measurements and the basis used to calculate quantities. Check that the proposal uses the book's unit of measure and that the quantity corresponds to the location and work described. When a quantity cannot be confirmed, ask for the measurement or calculation rather than treating it as a reasonable-looking number.

Discuss how hidden or uncertain conditions will be managed under the contract. Do not assume a quantity includes an allowance unless the documents explain and permit that approach. Record agreed corrections so the revised proposal can be checked against the review, and keep the supporting measurements with the job order record.

• Where did the quantity come from?
• Are the field measurement and book unit being compared on the same basis?

Which items are non-prepriced, and is the support complete?

Non-prepriced work needs to be clearly identified. Ask why an appropriate book task is not being used and confirm that the proposed pricing method follows the contract. The required support may differ by agreement, so review the actual provisions rather than importing a practice from another program.

Check that the documentation supports the proposed amount and that any permitted markup or coefficient treatment follows the contract. Do not assume the prepriced calculation applies automatically. If the proposal lacks required support, request it before approval. A reviewer should be able to explain how each non-prepriced amount was established.

• What contract provision governs this pricing method?
• Are the required supporting documents included?

Is the correct coefficient applied?

Verify the awarded coefficient against the executed contract. If the contract has multiple factors, confirm why the selected one applies to the work. For example, a normal-hours and after-hours structure requires a clear connection between the proposed work window and the relevant contract category. Do not infer the rule from the label alone.

Check the calculation from quantity to book line total and then to the adjusted amount. Review any exceptions or adjustments under the contract separately. A coefficient below the book-price level is not, by itself, proof of savings or a fair scope. Task selection, quantities, and contract compliance still need review. Use the coefficient explainer for a simple illustration, not as a replacement for the contract.

• Does the factor match the contract and the proposed work conditions?
• Can the line total be reproduced from the stated inputs?

Does the schedule work for the building?

Review start and completion expectations alongside occupancy, blackout dates, shutdowns, security, and access. A schedule may look workable on paper while conflicting with the operations of a school, office, residence, or other public facility. Consult the people responsible for the building before accepting the proposed work window.

Identify permits, long-lead items, owner-furnished equipment or materials, and dependencies on other work. Clarify who obtains each item, when it must be available, and what happens if a prerequisite is not met. Where schedule constraints affect pricing or coefficient selection, ensure the proposal and scope use the same assumptions.

• Have occupants and access contacts confirmed the work windows?
• Are permits, long-lead items, and owner-furnished responsibilities clear?

Are inspection and closeout deliverables included?

Identify the required inspections, tests, acceptance steps, and closeout documents before approving the proposal. Confirm which activities the contractor provides and which the owner arranges. The proposal and scope should reflect the contract's requirements, including relevant warranties, operating information, and record documents.

Ask how punch list items will be recorded and resolved, and who will confirm completion. Review acceptance and payment requirements with the appropriate staff. Closeout is easier to manage when the required deliverables are known at the start rather than first requested after construction is complete.

• Which inspections or tests must occur before work is concealed or accepted?
• What documents and warranties must accompany closeout?

Keep one complete record per job order

Retain the work request, site-walk notes, written scope, proposal versions, price-book references, quantity support, and pricing review. Add funding approvals, authorization, change documentation, inspections, acceptance, and closeout records. Keep them connected in one place per job order so a later reviewer can follow how the need became an approved and completed scope.

Record decisions as they occur, including why a questioned item was accepted or revised. Follow your agency's retention and access rules. No checklist can guarantee an audit outcome, but a coherent record helps staff explain the order without relying on memory. Use the task order checklist to support review and handoffs, while keeping the agency's official record separately.