Competitive Bid Process - Eric Hall & Associates

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The Bidding, Procurement &
Selection Process
Board Study Session
Monday, June 25, 2007
Eric Hall
4/13/2015
Capo USD, Bidding, Procurement &
Selection Process
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Key Questions
1.
2.
3.
4.
5.
4/13/2015
What are the requirements for competitive
bidding?
What are the stages in the bidding process?
What are the various bid structures available
to the district?
What are the requirements/practices for the
selection of Contracts for Special Services?
What is the district’s philosophy?
Capo USD, Bidding, Procurement &
Selection Process
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Bid Limits
Formal bids are required in all cases
where supplies, equipment, and services
exceed the State mandate under Public
Contract Code. Bids required for:
 Public
work projects that meet or
exceed $15,000 involving labor; and
 Projects where materials and/or
equipment exceed $69,000.
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Selection Process
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Recent Bid Approvals

Provide/install book lockers at Aliso Niguel
HS, Aliso Viejo MS, Newhart MS

Example: Bid # 06-07-21, May 7, 2007
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Bid price = $301,350
Artificial turf at San Juan Hills HS
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Example, Bid # 06-07-12, April 2, 2007
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Bid price = $2.095 million
Newhart Middle - 2 story modular classroom
grading and site work

Example Bid # 06-07– 26, June 4, 2007
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4/13/2015
Bid price = $1.93M
Capo USD, Bidding, Procurement &
Selection Process
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Bid Process: Pre-Bid Stage
Preparation is Critical !
1.
Identify need for materials or services;
2.
Identify that a Budget has been developed
and approved and that funds are available;
Determine scope of work;
3.
4.
Develop specifications to meet scope of
work;
5.
Request Board approval to go out for bid;
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Bid Process: Bid Stage
6. When appropriate Utilize OCDE
general bid documents;
7. Include specifications;
8. Establish bid opening date and time;
9. Advertise for two weeks in a journal of
general publication.
4/13/2015
Capo USD, Bidding, Procurement &
Selection Process
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Specifications – Finding the Balance
Require high caliber contractors

Proven ability to perform public works or specific to school work?

Ability to respond to district’s needs

Equipment and labor force sufficient for size of job
But……encourage and Include all capable contractors

Keep contact information on all contractors that have expressed interest

Encourage contractors to bid

Answer Request For Information (RFI) expediently and clearly
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Capo USD, Bidding, Procurement &
Selection Process
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Bid Stage: Pre Selection
1.
Open bids at the place, time, and date
advertised (open to the public);
2.
Review documents to determine bidder
is qualified, see below;
3.
Tabulate bid prices submitted;
4/13/2015
Capo USD, Bidding, Procurement &
Selection Process
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Bid Stage: Pre Selection
4.
5.
Confirm contractor licenses
Board Approval

6.
4/13/2015
Example, HVAC equipment Del Obispo Elem
& RH Dana ENF Bid #06-07-23, June 4 board,
$587k)
Agreement signed, notice to proceed
and purchase order issued.
Capo USD, Bidding, Procurement &
Selection Process
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Bid Stage: Pre Selection

Bids submitted must be sealed

Bids must be received at the designated
place and time

Bid openings are open to all interested
parties

Bids must meet definition of “responsive”
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Selection Process
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Bid Stage: Selection Criteria
Items submitted by bidders (with bid)
 Bid bond
 Bid form
 Designation of subcontractors
 Information required of bidder
 Certification of participation of Disabled Veteran
Business Enterprise (DVBE)
 Non-collusion affidavit, notarized
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Bid Structures
General Contractor Bid

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Typically used for construction projects
Architectural plan and specification issued
to bidders
Mandatory pre-bid conference and/or job
walk conducted
Sub-contractors listed
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Bid Structures
Unit Price Bids



Used when the volume of work or
materials required is not known
Bidders provide a per-hour rate for
specific trade, apprentice, and laborer
Bidders provide prices based on a
specific unit of measure
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Selection Process
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Bid Structures
Unit Price Bids
 Possible work that may occur during the
year-used to secure price in advance
 Used for –
Emergency repairs – Montano Plumbing
 Supplement labor force – PRB Construction
 Specialized work – Hardy & Harper Paving
 Materials – California Electrical Distributors

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Bid Structures
Extensions of Bids
 Allowed by Education Code 17596

Labor bids may total five years; One year
contract may be extended for 4 additional
years.

Material and supplies bids may total four
years; One year contract maybe be extended
for 3 additional years.
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Selection Process
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Bid Structures
Extension of Bids
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May be in the best interest of the district
Contractor knowledge and experience
Prices are secured, 10% cap on increases
Extensions may be good business decision
Efficient use of staff time
District must consider the need to ‘pass the
work around’.
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Bid Structures
Extension of Bids

Is Competition restricted?

Is there a potential for better price?

Does an extension limit the district?
 New and different processes
 New and better contractors
 A fresh approach to services
 New contractors moved into the field

Speaks to the need to balance extensions with new bids
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Bid Structures
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4/13/2015
Piggyback Bids
Allowed by PCC 20118 and 20652
Equipment and materials only
Contract items are identical to
CUSD specifications
Saves time and money
Economies of scale
Capo USD, Bidding, Procurement &
Selection Process
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Bid Structures
Common Types of Piggyback Bids

General Services Agency (GSA) - Federal

California Multiple Awards Schedule
(CMAS) - State

Other public agencies, such as county,
state, and other school districts
Co-ops, used in Food Services

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Selection Process
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Bid Structures: Piggyback Bids

Bids generated by CUSD, others have used:

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Musical instruments
Audio visual equipment
Flooring
Shade Structures
Bids generated by others CUSD has used:
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4/13/2015
Classroom furniture
Computers
Gasoline
Buses
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Selection Process
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Special Services Contracts:
Guidelines and Procedures
1.
2.
3.
4.
5.
6.
4/13/2015
Government Code section 53060 creates an
exception to competitive bidding laws
Special services and advice:
financial
economic
accounting
engineering
legal
textbooks, library books, etc.
Capo USD, Bidding, Procurement &
Selection Process
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Special Services Contracts:
Guidelines and Procedures
The district can solicit under a Requests
for Proposals (RFP) format,
 Or, The district can solicit under a
Request for Qualification (RFQ) format.
 RFP’s include pricing, schedule and
terms, RFQ’s ask for only qualifications
 Or, The district can look for providers of
services by asking for simple quotes.

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Special Services Contracts:
RFP’s & RFQ’s
The RFP or RFQ Process

District solicits for goods or services

District spells out desired outcome

Proposals provide solutions to desired outcome

Award based on criteria that best meets desired
outcome
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Selection Process
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Special Services Contracts:
Recent Approvals
Recently approved RFP/RFQ’s include:

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4/13/2015
Architectural services
Copier improvement program
Parent notification system
Planning/relocation mgmt services
Superintendent search firm
Capo USD, Bidding, Procurement &
Selection Process
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Special Services Contracts:
What’s included?
Proposals often include:
A Not to Exceed (NTE) price
Terms, monthly, annual, renewals
Insurance coverage
Names of reps working with us
All Agreements approved by Board
Purchase orders issued
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4/13/2015
May encumber the entire amount
Budgetary Cash flow may suggest incremental p.o.’s
Capo USD, Bidding, Procurement &
Selection Process
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Summary:
What have we covered?




Limits
Stages
Bid Specs
Structures





General Contract
Unit Rate/Price
Piggy Back
Extensions
Contracts for Special Services and Advise

RFP’s, RFQ’s or simple quotes
And now two questions for consideration…….
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Discussion
Each District must determine its bidding
philosophy based upon the board’s policy….
and the recommendations of staff.
Two Discussion Questions for consideration:
1.
2.
4/13/2015
What is our bidding philosophy?
How can we improve the selection process?
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Selection Process
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Thank You !!
4/13/2015
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Selection Process
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