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WEATHERIZATION ASSISTANCE PROGRAM PROCUREMENT TOOL KIT

WEATHERIZATION ASSISTANCE PROGRAM PROCUREMENT TOOL KIT. – Susan White, ACKCO, Inc –. TOOL KIT CONTENTS. 12 Steps To Procurement Sample General Instructions Sample Specifications and Pricing Quotes Sample Evaluation Examples Fillable General Instructions

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WEATHERIZATION ASSISTANCE PROGRAM PROCUREMENT TOOL KIT

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  1. WEATHERIZATION ASSISTANCE PROGRAMPROCUREMENT TOOL KIT – Susan White, ACKCO, Inc –

  2. TOOL KIT CONTENTS • 12 Steps To Procurement • Sample General Instructions • Sample Specifications and Pricing Quotes • Sample Evaluation Examples • Fillable General Instructions • Fillable Specifications and Pricing Quotes • Fillable Evaluation Worksheets

  3. THE TWELVE STEP PROGRAM TO PROCUREMENT Step One: Determine What You Will Be Purchasing • Materials • Services • Materials and Services • Small Purchase Procedures • Large Purchase Procedures

  4. THE TWELVE STEP PROGRAM TO PROCUREMENT Step Two: Establish the Timeframe for the Purchase(s) • Secure Cost Quotations • Develop Bid/Proposal/Quotation Package • Advertise • Receive and Evaluate • Award

  5. THE TWELVE STEP PROGRAM TO PROCUREMENT Step Three: Identify the Lead Individual to Manage the Purchase(s) • Advertise • Facilitate Bidder’s Conference • Receive Bids/Proposals/Quotes • Insure Adherence to Requirements • Staff Evaluation Panel • Award

  6. THE TWELVE STEP PROGRAM TO PROCUREMENT(con’t) Step Four: Prepare General Instructions • Solicitation Purpose • Oversight of Purchase • Contact Information • Agency Agreement • Key Dates • Requirements • Bidders Conference • Due Date and Location • Required Forms • Preferences • Evaluation and Award

  7. THE TWELVE STEP PROGRAM TO PROCUREMENT (con’t) Step Five: Prepare Specification and Price Quote Sheets • Specific Materials to be Purchased • Services to be Purchased • Standards for Services • Timeframe for Delivery and/or • Completion • Required Forms

  8. THE TWELVE STEP PROGRAM TO PROCUREMENT (con’t) Step Six: Advertise the Solicitation • Established Bidders List • Newspaper • Posting in Public Buildings

  9. THE TWELVE STEP PROGRAM TO PROCUREMENT (con’t) Step Seven: Conduct Bidders’ Conference • Record Individuals in Attendance • Answer Questions • Record Minutes

  10. THE TWELVE STEP PROGRAM TO PROCUREMENT (con’t) Step Eight: Receive Quotations, Bids, Proposals • Identified Agency Individual • Date and Time Stamp • Provide Offerors with Receipt

  11. THE TWELVE STEP PROGRAM TO PROCUREMENT (con’t) Step Nine: Evaluate Quotations • Establish Evaluation Panel • Staff Evaluation Panel • Insure Accuracy of Evaluation Work Sheets

  12. THE TWELVE STEP PROGRAM TO PROCUREMENT (con’t) Step Ten: Select Contractor(s) and/or Vendor(s)

  13. THE TWELVE STEP PROGRAM TO PROCUREMENT (con’t) Step Eleven: Establish Solicitation File • Solicitation Document • Documentation of Advertisement • Attendees and Minutes of Bidders Conference • Bids/Proposals/Quotations Received • Documentation the Requirements Satisfied • Evaluation Panel Members • Evaluation Work Papers • Notice to Successful Vendor(s)/Contractor(s)

  14. THE TWELVE STEP PROGRAM TO PROCUREMENT (con’t) Step Twelve: Enter into Agreements

  15. THE TWELVE STEP PROGRAM TO PROCUREMENTS CHECKLIST • Determine what you will be purchasing • Establish timeframe for the purchase(s) • Identify the lead individual within the organization that will handle the purchase(s) • Prepare general instructions • Prepare specifications and price quote sheets • Advertise the solicitation • Conduct bidders’ conference • Receive quotations • Evaluate quotations • Select contractor(s)/vendor(s) • Establish solicitation file • Enter into Agreements with contractor(s)/vendor(s), as appropriate

  16. GENERAL INSTRUCTIONS SIX SECTIONS • Introduction • Requirements • Agency Agreement • Content and Format of Quotations, Bids, or Proposals • Evaluation of Offers • Contractor Application Form

  17. GENERAL INSTRUCTIONS SECTION 1 - INTRODUCTION • Purpose of Solicitation • Overview • Objectives • Oversight and Management • Type of Agreement and Payment Schedule • Procurement Schedule Key Dates

  18. GENERAL INSTRUCTIONSSECTION 2 – REQUIREMENTS • Inquiries • Bidders Conference • Date, Time and Place for Submission • Submission Requirements • Opening • Minimum Qualifications • Integrity • Applicability

  19. GENERAL INSTRUCTIONS REQUIREMENTS (con’t) • Licenses • Preferences • Insurance • Presentation • Costs for Preparation of Quotations, Bids, and Proposals • Modifications to Solicitation • Independent Price Determination • Evaluation and Award(s) • Miscellaneous

  20. GENERAL INSTRUCTIONS SECTION 3 - AGENCY AGREEMENT • A copy of the Agency Agreement or Contract that the vendor and/or contractor signs will be included in instructions

  21. GENERAL INSTRUCTIONS SECTION 4 - CONTENT SPECIFICATIONS AND PRICING FORMAT • Specific Specifications location or page designation for location • Format. If a specific pricing format is to be followed.

  22. GENERAL INSTRUCTIONS SECTION 5 - EVALUATION • States conditions under which bids, quotations, or proposals will be evaluated

  23. GENERAL INSTRUCTIONS SECTION 6 - CONTRACTOR APPLICATION • Basic Information • EIN or SSN • Contractor’s License #, if applicable • Preference Enterprise • Experience • Training • References • Jobs Completed • Number of Employees • Other Information • Certifications

  24. DEBARMENT ANDSUSPENSIONCERTIFICATION

  25. SAMPLE SPECIFICATION AND PRICING QUOTE • Building Shell Measures • Insulation • Pressure Diagnostic Guided-Directed Air Sealing • Windows and Doors • Solar Screens • Reflective Roof Coating

  26. SAMPLE SPECIFICATION AND PRICING QUOTE(con’t) •  Mechanical Measures • HVAC Repairs and Replacements • Electric Base-Load Measures • Lighting and Refrigerators

  27. SAMPLE SPECIFICATION AND PRICING QUOTE(con’t) •  Health and Safety Measures • Smoke and Carbon Monoxide Alarms • Water Heaters

  28. SAMPLE SPECIFICATION AND PRICING QUOTE(con’t) •  Other • Materials Only Bulk Purchase • Materials Only Individual House Purchase • Whole House Weatherization

  29. INSULATION SPECIFICATIONS AND PRICING QUOTEINSULATION SAMPLE All materials used in provision of services must meet or exceed 10 CFR 440 Appendix A: “Standards for Weatherization Services” Estimate to insulate in accordance with federal energy efficiency standards and installation methods. Insulation will be evenly installed with no voids, gaps, misalignments, or compression issues. Precautions must be taken when insulating around or on electrical boxes and/or heat producing fixtures. Proper shielding, if necessary, shall be installed by insulation contractor in order to properly insulate all areas. For attic insulation, all wall cavities and drop downs that are exposed to attic shall be capped and insulated over or filled with insulation to assure insulation is in direct contact with air barrier. In these cases a change order would have to be approved. Insulation amount shall also be identified at nearest or easiest attic access point. After completion, all jobs will be inspected by (Insert Agency Name) auditor to assure quality installation. Complete installation must include all labor, and materials to perform services. Contractor MUST provide details on each invoice listing actual square foot installed.

  30. INSULATION SPECIFICATIONS AND PRICING QUOTE (con’t) Contractor is responsible for leaving the job site clean and hauling away job debris. Project commencement and completion must be accomplished within _________ working days of notice to proceed. Contractor must include permit fees (if applicable), sales taxes, labor and materials to complete project.

  31. INSULATIONSPECIFICATIONSAND PRICING QUOTE (con’t)

  32. INSULATIONSPECIFICATIONSAND PRICING QUOTE(con’t)

  33. INSULATIONSPECIFICATIONSAND PRICING QUOTE(con’t)

  34. Windows and Doors Sample

  35. Solar Sun Screen Sample

  36. Materials on House by House Basis

  37. Materials and Labor on House by House Basis

  38. SAMPLES OF EVALUATION WORKSHEETS • Baseline Information • Sample House • Criteria for Evaluation Other Than Cost • Profile of Potential Offerors • Multiple Vendors/Contractors

  39. Sample House 1,500 sq foot single story home built in 1975, site built stick frame, gable roof, wood siding ranch style over crawl space with 16” on center 10” joist with no insulation, existing attic insulation of R-18, 3 ½” wall cavity no insulation, forced air natural gas furnace at 60% efficiency, 175 l/f of duct supply and return air with duct leakage of 200 cfm50, 40 gallon gas hot water heater, and single glazed wood horizontal slider windows.

  40. Criteria for Evaluation other than Cost

  41. SAMPLES OF EVALUATION WORKSHEETS(con’t) • Insulation – Cost Only and Factors In Addition to Cost • Pressure Diagnostic Guided-Directed Air Sealing – Cost Only • Windows and Doors – Cost Only • Solar Sun Screens – Cost Only

  42. SAMPLES OF EVALUATION WORKSHEETS(con’t) • Reflective Roof Coating – Cost Only • HVAC – Cost Only • Electric Base Load Measures – Cost Only • Hot Water Heater Replacement – Cost Only

  43. SAMPLES OF EVALUATION WORKSHEETS(con’t) • Bulk Materials – Cost Only • Materials Only Individual House – Cost Only • Whole House Weatherization – Factors In Addition to Cost

  44. INSULATION QUOTATION EVALUATION WORKSHEET

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