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
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Q&A
If you have any questions, please ask using the
Questions pane as shown below.
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1. No Sole Source Requirement
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 20133 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.”
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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)
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3. Developing a good RFP
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
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4. Advertise the RFP
Local Media
Builders
Exchanges
C.A.S.H. Website
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5. Communications with Bidders
Formal Q&A Process
Site Walk (if feasible; i.e. single site v. multiple
sites)
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6. Bid Evaluation
Apples to apples comparisons
Clarify responses
Vendor Interviews (short listed bidders – with
tech people, not sales people)
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7. Final Selection
Looking for qualified,
most competitively
priced bid
Value Engineering:
calculate
uncertainties and
decide who owns
contingencies
Vendor Due Diligence
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8. Board Approval
Will have already approved release of RFP and
understand cost/benefit analysis
Presentation to Board on RFP process and
explanation for selection
Board Vote
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9. Joint Bid Process
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
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10. Contracting Phase
Establish meeting schedule
and set
attendees/representatives
Finalize schedule
Coordinate between
contractors and school
Hold contractors to the
contract!
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Q&A
If you have any questions, please ask using the
Questions pane as shown below.
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Contact Information
Rick Brown, President
TerraVerde Renewable Partners, LLC
1100 Larkspur Landing Circle, Suite155
Larkspur, CA 94939
T: 707.953.2885
Rick.Brown@TVRPLLC.com
www.TVRPLLC.com
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