tmc powerpoint for cai nj 2011 revised 10-31
DESCRIPTION
Taylor Management Company presents Ensuring a Successful Bid Process at the CAI NJ Conference.TRANSCRIPT
![Page 1: TMC PowerPoint for CAI NJ 2011 revised 10-31](https://reader036.vdocuments.us/reader036/viewer/2022070317/5562dcb0d8b42a49398b56e3/html5/thumbnails/1.jpg)
![Page 2: TMC PowerPoint for CAI NJ 2011 revised 10-31](https://reader036.vdocuments.us/reader036/viewer/2022070317/5562dcb0d8b42a49398b56e3/html5/thumbnails/2.jpg)
Jeffrey M. Logan
Taylor Management CompanyAAMC & AMO
![Page 3: TMC PowerPoint for CAI NJ 2011 revised 10-31](https://reader036.vdocuments.us/reader036/viewer/2022070317/5562dcb0d8b42a49398b56e3/html5/thumbnails/3.jpg)
Ensuring a Successful Bid Process
![Page 4: TMC PowerPoint for CAI NJ 2011 revised 10-31](https://reader036.vdocuments.us/reader036/viewer/2022070317/5562dcb0d8b42a49398b56e3/html5/thumbnails/4.jpg)
The Process
![Page 5: TMC PowerPoint for CAI NJ 2011 revised 10-31](https://reader036.vdocuments.us/reader036/viewer/2022070317/5562dcb0d8b42a49398b56e3/html5/thumbnails/5.jpg)
Step 1
Define the Product or Service Needed.
![Page 6: TMC PowerPoint for CAI NJ 2011 revised 10-31](https://reader036.vdocuments.us/reader036/viewer/2022070317/5562dcb0d8b42a49398b56e3/html5/thumbnails/6.jpg)
What Kind of Project?On-Going Service or One-Time Project?
Capital or Operating Cost?
Drainage Work ResurfacingGutter Repairs Landscaping
![Page 7: TMC PowerPoint for CAI NJ 2011 revised 10-31](https://reader036.vdocuments.us/reader036/viewer/2022070317/5562dcb0d8b42a49398b56e3/html5/thumbnails/7.jpg)
The Process
![Page 8: TMC PowerPoint for CAI NJ 2011 revised 10-31](https://reader036.vdocuments.us/reader036/viewer/2022070317/5562dcb0d8b42a49398b56e3/html5/thumbnails/8.jpg)
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
Timing is………everything!
![Page 9: TMC PowerPoint for CAI NJ 2011 revised 10-31](https://reader036.vdocuments.us/reader036/viewer/2022070317/5562dcb0d8b42a49398b56e3/html5/thumbnails/9.jpg)
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.)
![Page 10: TMC PowerPoint for CAI NJ 2011 revised 10-31](https://reader036.vdocuments.us/reader036/viewer/2022070317/5562dcb0d8b42a49398b56e3/html5/thumbnails/10.jpg)
Creating the RFP
State a deadline!
State DAY, DATE AND TIME of deadline that bids must be received by.
Questions?
Ask an engineer…..
![Page 11: TMC PowerPoint for CAI NJ 2011 revised 10-31](https://reader036.vdocuments.us/reader036/viewer/2022070317/5562dcb0d8b42a49398b56e3/html5/thumbnails/11.jpg)
Distributing the RFP
Distribute to as many vendors as possible…..You WANT a competitive process!
Use Your Resources: Websites, Email, US Mail, etc.
![Page 12: TMC PowerPoint for CAI NJ 2011 revised 10-31](https://reader036.vdocuments.us/reader036/viewer/2022070317/5562dcb0d8b42a49398b56e3/html5/thumbnails/12.jpg)
The Process
![Page 13: TMC PowerPoint for CAI NJ 2011 revised 10-31](https://reader036.vdocuments.us/reader036/viewer/2022070317/5562dcb0d8b42a49398b56e3/html5/thumbnails/13.jpg)
![Page 14: TMC PowerPoint for CAI NJ 2011 revised 10-31](https://reader036.vdocuments.us/reader036/viewer/2022070317/5562dcb0d8b42a49398b56e3/html5/thumbnails/14.jpg)
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
![Page 15: TMC PowerPoint for CAI NJ 2011 revised 10-31](https://reader036.vdocuments.us/reader036/viewer/2022070317/5562dcb0d8b42a49398b56e3/html5/thumbnails/15.jpg)
Power By Numbers?
The lowest number doesn’t always win the job.
![Page 16: TMC PowerPoint for CAI NJ 2011 revised 10-31](https://reader036.vdocuments.us/reader036/viewer/2022070317/5562dcb0d8b42a49398b56e3/html5/thumbnails/16.jpg)
The Process
![Page 17: TMC PowerPoint for CAI NJ 2011 revised 10-31](https://reader036.vdocuments.us/reader036/viewer/2022070317/5562dcb0d8b42a49398b56e3/html5/thumbnails/17.jpg)
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
![Page 18: TMC PowerPoint for CAI NJ 2011 revised 10-31](https://reader036.vdocuments.us/reader036/viewer/2022070317/5562dcb0d8b42a49398b56e3/html5/thumbnails/18.jpg)
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”
![Page 19: TMC PowerPoint for CAI NJ 2011 revised 10-31](https://reader036.vdocuments.us/reader036/viewer/2022070317/5562dcb0d8b42a49398b56e3/html5/thumbnails/19.jpg)
The Process
![Page 20: TMC PowerPoint for CAI NJ 2011 revised 10-31](https://reader036.vdocuments.us/reader036/viewer/2022070317/5562dcb0d8b42a49398b56e3/html5/thumbnails/20.jpg)
Did you check references? Really?
All of them? Even ones that weren’t given?
![Page 21: TMC PowerPoint for CAI NJ 2011 revised 10-31](https://reader036.vdocuments.us/reader036/viewer/2022070317/5562dcb0d8b42a49398b56e3/html5/thumbnails/21.jpg)
Good References Mean….
Leaking Roof, fixed 3 times
Projects done to code
![Page 22: TMC PowerPoint for CAI NJ 2011 revised 10-31](https://reader036.vdocuments.us/reader036/viewer/2022070317/5562dcb0d8b42a49398b56e3/html5/thumbnails/22.jpg)
The Process
![Page 23: TMC PowerPoint for CAI NJ 2011 revised 10-31](https://reader036.vdocuments.us/reader036/viewer/2022070317/5562dcb0d8b42a49398b56e3/html5/thumbnails/23.jpg)
Nice Work?
![Page 24: TMC PowerPoint for CAI NJ 2011 revised 10-31](https://reader036.vdocuments.us/reader036/viewer/2022070317/5562dcb0d8b42a49398b56e3/html5/thumbnails/24.jpg)
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.
![Page 25: TMC PowerPoint for CAI NJ 2011 revised 10-31](https://reader036.vdocuments.us/reader036/viewer/2022070317/5562dcb0d8b42a49398b56e3/html5/thumbnails/25.jpg)
Nice Work!
![Page 26: TMC PowerPoint for CAI NJ 2011 revised 10-31](https://reader036.vdocuments.us/reader036/viewer/2022070317/5562dcb0d8b42a49398b56e3/html5/thumbnails/26.jpg)