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Complex Issues in Invitation for Bid (Estimated Use Contracts)

Complex Issues in Invitation for Bid (Estimated Use Contracts). Bill Hughes. Part i. Planning for Your Needs The “What If” Factors Developing the IFB’s Method of Award The Award and the Contract Contract Monitoring. Planning For Your Needs.

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Complex Issues in Invitation for Bid (Estimated Use Contracts)

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  1. Complex Issues in Invitation for Bid (Estimated Use Contracts) Bill Hughes

  2. Part i • Planning for Your Needs • The “What If” Factors • Developing the IFB’s Method of Award • The Award and the Contract • Contract Monitoring

  3. Planning For Your Needs • Historical information such as previous maintenance agreement costs • Quantity of each different piece of equipment, parts, labor and material costs • Age of equipment, and maintenance program • Labor rates, raw material pricing, or changes in general or specific market indexes, etc. • Market volatility

  4. The “What If” Factors • Consider including in your budget a reasonable cushion for unexpected event(s) • Consider option items not previously included

  5. Developing the Method of Award • Quantify needs into the bid document and develop a Method of Award (MOA) upon which all bidders will be evaluated •  Ensure that all bidders have a true understanding of: • What they are bidding on • How they are bidding • All bidders’ prices must be compared fairly and equally

  6. The Award and the Contract • Create a ‘not to exceed’ contract • The contract amount reflects your best cost estimate of your assessed needs for the contract term

  7. Contract Monitoring  • Agencies need to not only monitor their contracts in terms of contract deliverables, but also to monitor expenditures • The Office of the State Comptroller’s Guide to Financial Operations XI.2.H.on Multi-Year Contract Renewals • http://www.osc.state.ny.us/agencies/guide/MyWebHelp/

  8. Part II – Developing a Workable method of award • Background • Manufacturer’s Preventive Maintenance Narrative • Repair Labor Rates • Replacement Parts and Materials • Option Items - Manufacturer's Preventive Maintenance • Weighted Evaluation Methodology • Cushioning for That Unexpected Event

  9. Part ii – Handout and Template example Refer to the Method of Award Handout and Template Example

  10. Questions Questions

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