Large Capital Projects CAI NJ 2011
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The document provides guidance on conducting a successful bid process for contracting work. It outlines the key steps which include: 1) Defining the project scope and needs upfront. 2) Developing a request for proposal (RFP) that specifies requirements in detail and sets a clear deadline. 3) Distributing the RFP widely to generate competitive bids. 4) Analyzing bids objectively and involving the board in interviewing finalists and checking references before making a recommendation.
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Large Capital Projects CAI NJ 2011
- 2. Jeffrey M. Logan Taylor Management Company AAMC & AMO
- 3. Ensuring a Successful Bid Process
- 4. The Process
- 5. Step 1 Define the Product or Service Needed.
- 6. What Kind of Project? On-Going Service or One-Time Project? Capital or Operating Cost? Gutter Repairs Drainage Work Resurfacing Landscaping
- 7. The Process
- 8. Timing is………everything! SNOW SEASON IS APPROACHING July/August: Specs to Board for review August: RFP’s to vendors September: Obtain bids and call in vendors if Board is looking to interview October: Decision made and contract signed
- 9. Creating the RFP Be Specific! A specific RFP: •Generates fewer questions from bidders •Ensures bids are tailored to your needs •Specify documents to be included (licenses, proof of insurance, etc.)
- 10. Creating the RFP State a deadline! State DAY, DATE AND TIME of deadline that bids must be received by. Questions? Ask an engineer…..
- 11. Distributing the RFP Distribute to as many vendors as possible …..You WANT a competitive process! Use Your Resources: Websites, Email, US Mail, etc.
- 12. The Process
- 14. Reviewing Bid Analysis with the Board Be fair and impartial – emotions and friendships must stay out of the process Listen to each Board member’s concern/questions Guide with facts, don’t make assumptions Board members’ concerns/questions are the foundation of the interview process Take your own notes
- 15. Power By Numbers? The lowest number doesn’t always win the job.
- 16. The Process
- 17. Making a Recommendation The Board makes the final decision based on your notes from: The Bid Analysis Review The Interviews The Reference Checks The job of Community Management is to: Educate the Board Guide the Board Assist the Board Prepare the Board
- 18. Interviewing the Finalists How Many is Enough? Don’t overwhelm - keep it simple Qualifications? Can speak confidently about history with type of project/work Can estimate timeline based on scope of work Can explain workplace safety program, OSHA compliance Knows names of employees Can communicate with Board well = “a good fit”
- 19. The Process
- 20. Did you check references? Really? All of them? Even ones that weren’t given?
- 21. Good References Mean…. Projects done to code Leaking Roof, fixed 3 times
- 22. The Process
- 23. Nice Work?
- 24. Management Involvement and Oversight • Keep record of all change orders to match with invoices • Review and match invoices with bid and/or change orders before approved or submitted for payment • Have regular status meetings with contractor during active work • Inspect work frequently • Managers Calendar • Always keep the board informed • Remember: You are not a project manager or an engineer. Bring in other experts as needed.
- 25. Nice Work!