1. WEATHERIZATION ASSISTANCE PROGRAM PROCUREMENT 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 INSTRUCTIONS SECTION 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. 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.

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 AND SUSPENSION CERTIFICATION

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 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.

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. INSULATION SPECIFICATIONS AND PRICING QUOTE
(con’t)

32. INSULATION SPECIFICATIONS AND PRICING QUOTE (con’t)

33. INSULATION SPECIFICATIONS AND 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