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 Fillable Specifications and Pricing Quotes Fillable Evaluation Worksheets

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

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

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

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

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

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

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

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

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

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

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)

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

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

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

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

GENERAL INSTRUCTIONS SECTION 2 – REQUIREMENTS Inquiries Bidders Conference Date, Time and Place for Submission Submission Requirements Opening Minimum Qualifications Integrity Applicability

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

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

Specific Specifications location or page designation for location 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.

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

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

DEBARMENT AND SUSPENSION CERTIFICATION

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

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

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

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

INSULATION SPECIFICATIONS AND PRICING QUOTE INSULATION 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.

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.

INSULATION SPECIFICATIONS AND PRICING QUOTE (con’t)

INSULATION SPECIFICATIONS AND PRICING QUOTE (con’t)

INSULATION SPECIFICATIONS AND PRICING QUOTE (con’t)

Windows and Doors Sample

Solar Sun Screen Sample

Materials on House by House Basis

Materials and Labor on House by House Basis

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

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.

Criteria for Evaluation other than Cost

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

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

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

INSULATION QUOTATION EVALUATION WORKSHEET