WEATHERIZATION ASSISTANCE PROGRAM PROCUREMENT TOOL KIT

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WEATHERIZATION ASSISTANCE PROGRAMPROCUREMENT
TOOL KIT

• Susan White, ACKCO, Inc

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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

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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

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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

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THE TWELVE STEP PROGRAM TO PROCUREMENT

• Step Three Identify the Lead Individual to
  Manage the Purchase(s)
• Advertise
• Facilitate Bidders Conference
• Receive Bids/Proposals/Quotes
• Insure Adherence to Requirements
• Staff Evaluation Panel
• Award

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THE TWELVE STEP PROGRAM TO PROCUREMENT(cont)

• 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

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THE TWELVE STEP PROGRAM TO PROCUREMENT (cont)

• 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

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THE TWELVE STEP PROGRAM TO PROCUREMENT (cont)

• Step Six Advertise the Solicitation
• Established Bidders List
• Newspaper
• Posting in Public Buildings

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THE TWELVE STEP PROGRAM TO PROCUREMENT (cont)

• Step Seven Conduct Bidders Conference
• Record Individuals in Attendance
• Answer Questions
• Record Minutes

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THE TWELVE STEP PROGRAM TO PROCUREMENT (cont)

• Step Eight Receive Quotations, Bids, Proposals
• Identified Agency Individual
• Date and Time Stamp
• Provide Offerors with Receipt

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THE TWELVE STEP PROGRAM TO PROCUREMENT (cont)

• Step Nine Evaluate Quotations
• Establish Evaluation Panel
• Staff Evaluation Panel
• Insure Accuracy of Evaluation Work Sheets

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THE TWELVE STEP PROGRAM TO PROCUREMENT (cont)

• Step Ten Select Contractor(s) and/or Vendor(s)

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THE TWELVE STEP PROGRAM TO PROCUREMENT (cont)

• 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)

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THE TWELVE STEP PROGRAM TO PROCUREMENT (cont)

• Step Twelve Enter into Agreements

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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

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GENERAL INSTRUCTIONS SIX SECTIONS

• Introduction
• Requirements
• Agency Agreement
• Content and Format of Quotations, Bids, or
  Proposals
• Evaluation of Offers
• Contractor Application Form

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GENERAL INSTRUCTIONS SECTION 1 - INTRODUCTION

• Purpose of Solicitation
• Overview
• Objectives
• Oversight and Management
• Type of Agreement and Payment Schedule
• Procurement Schedule Key Dates

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GENERAL INSTRUCTIONSSECTION 2 REQUIREMENTS

• Inquiries
• Bidders Conference
• Date, Time and Place for Submission
• Submission Requirements
• Opening
• Minimum Qualifications
• Integrity
• Applicability

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GENERAL INSTRUCTIONS REQUIREMENTS (cont)

• Licenses
• Preferences
• Insurance
• Presentation
• Costs for Preparation of Quotations, Bids, and
  Proposals
• Modifications to Solicitation
• Independent Price Determination
• Evaluation and Award(s)
• Miscellaneous

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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

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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.

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GENERAL INSTRUCTIONS SECTION 5 - EVALUATION

• States conditions under which bids, quotations,
  or proposals will be evaluated

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GENERAL INSTRUCTIONS SECTION 6 - CONTRACTOR
APPLICATION

• Basic Information
• EIN or SSN
• Contractors License , if applicable
• Preference Enterprise
• Experience
• Training
• References
• Jobs Completed
• Number of Employees
• Other Information
• Certifications

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DEBARMENT ANDSUSPENSIONCERTIFICATION
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SAMPLE SPECIFICATION AND PRICING QUOTE

• Building Shell Measures
• Insulation
• Pressure Diagnostic Guided-Directed Air Sealing
• Windows and Doors
• Solar Screens
• Reflective Roof Coating

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SAMPLE SPECIFICATION AND PRICING QUOTE(cont)

•  Mechanical Measures
• HVAC Repairs and Replacements
• Electric Base-Load Measures
• Lighting and Refrigerators

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SAMPLE SPECIFICATION AND PRICING QUOTE(cont)

•  Health and Safety Measures
• Smoke and Carbon Monoxide Alarms
• Water Heaters

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SAMPLE SPECIFICATION AND PRICING QUOTE(cont)

•  Other
• Materials Only Bulk Purchase
• Materials Only Individual House Purchase
• Whole House Weatherization

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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.

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INSULATION SPECIFICATIONS AND PRICING QUOTE
(cont)

• 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.

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INSULATIONSPECIFICATIONSAND PRICING QUOTE
(cont)
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INSULATIONSPECIFICATIONSAND PRICING
QUOTE(cont)
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INSULATIONSPECIFICATIONSAND PRICING
QUOTE(cont)
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Windows and Doors Sample
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Solar Sun Screen Sample
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Materials on House by House Basis
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Materials and Labor on House by House Basis
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SAMPLES OF EVALUATION WORKSHEETS

• Baseline Information
• Sample House
• Criteria for Evaluation Other Than Cost
• Profile of Potential Offerors
• Multiple Vendors/Contractors

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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.

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Criteria for Evaluation other than Cost
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SAMPLES OF EVALUATION WORKSHEETS(cont)

• 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

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SAMPLES OF EVALUATION WORKSHEETS(cont)

• Reflective Roof Coating Cost Only
• HVAC Cost Only
• Electric Base Load Measures Cost Only
• Hot Water Heater Replacement Cost Only

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SAMPLES OF EVALUATION WORKSHEETS(cont)

• Bulk Materials Cost Only
• Materials Only Individual House Cost Only
• Whole House Weatherization Factors In Addition
  to Cost

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INSULATION QUOTATION EVALUATION WORKSHEET