Prop 39 Bid Process: Best Practices June 16, 2014 Presented by: Rick Brown, PhD, President Ali Chehrehsaz, PEng, PMP, Senior Vice President

Table of Contents 1. No Sole Source Requirement 2. Preparing Bid Specs 3. Developing a Strong RFP 4. Advertise the Bid 5. Communications with Bidders 6. Bid Evaluation 7. Final Selection 8. Board Approval 9. Joint Bid Process 10. Contracting Phase 2

Q & A If you have any questions, please ask using the Questions pane as shown below. 3

1. No Sole Source Requirement 4 Public Resources Code Section 26235(c) states, “A community college district or LEA shall not use a sole source process to award funds pursuant to this chapter. A community college district or LEAs may use the best value criteria as defined in paragraph (1) of subdivision (c) of Section of the Public Contract Code to award funds pursuant to this chapter.” "Best value" means a value determined by objective criteria related to price, features, functions, and life-cycle costs.”

2. Preparing Bid Specs Design Specs (for equipment selection) Performance Specs (for results) Construction Specs (for removal and replacement) Needed from CBO: restrictions related to construction schedule (Note: the assumption here is that an audit has already been done, so existing equipment and conditions have been collected) 5

3. Developing a good RFP 6 Detailed Bill of Materials: all equipment being installed or upgraded; EXACT LIST Site Map: room-by-room integration of Bill of Materials Contract Form: Terms & Conditions; specific enough to protect interests without scaring off potential bidders Timeline Narrow parameters to allow fair comparison of bids

4. Advertise the RFP 7 Local Media Builders Exchanges C.A.S.H. Website

5. Communications with Bidders Formal Q&A Process Site Walk (if feasible; i.e. single site v. multiple sites) 8

6. Bid Evaluation Apples to apples comparisons Clarify responses Vendor Interviews (short listed bidders – with tech people, not sales people) 9

7. Final Selection 10 Looking for qualified, most competitively priced bid Value Engineering: calculate uncertainties and decide who owns contingencies Vendor Due Diligence

8. Board Approval 11 Will have already approved release of RFP and understand cost/benefit analysis Presentation to Board on RFP process and explanation for selection Board Vote

9. Joint Bid Process 12 Cooperative bidding – allows one RFP for multiple individual contracts Creates more competition in the market Available for any client, but may be particularly helpful for smaller projects

10. Contracting Phase 13 Establish meeting schedule and set attendees/representatives Finalize schedule Coordinate between contractors and school Hold contractors to the contract!

Q & A If you have any questions, please ask using the Questions pane as shown below. 14

Contact Information Rick Brown, President TerraVerde Renewable Partners, LLC 1100 Larkspur Landing Circle, Suite155 Larkspur, CA T: