1/2/2014. Landscaping RFP Best Practices. RFP Goals. Program Foundation

Transcription

1 Landscaping RFP Best Practices Presented by: Kevin Smith, COO Ferrandino & Son, Inc. RFP Goals Review Your Goals Source Qualified Partners to deliver Landscaping Services Determine Scope of Work Set a Timeline Pricing Models Build Bid Template Award Strategies and Transition Plans Program Foundation Performance Based Contracts versus Statement of Objectives 1

2 Scope of Work Weekly Service Core Service es Mowing Manual Trimming i Edging Debris Removal Scope of Work Bed Maintenance Mulch Applications Timing Benefits Bed Prep Weekly Maintenance WEED FREE Recurring Hand Pulling Chemical Control Scope of Work Chemical Applications Types Personnel Timing Frequency 2

3 Scope of Work Shrub & Tree Trimming Scheduled On Demand Scope of Work Spring & Fall Cleanups Spring Cleanup Fall Cleanup Scope of Work - Irrigation Operational versus Not Operational 3

4 Scope of Work - Summary Controlling spend through accurate frequencies Clearly defined Scope of Work Building solutions through Partnership Feedback from Stakeholders Timelines How much time do you NEED overall? Contractor needs RFP Data Analysis needs Transition Timeline needs Pricing models Per Service Billing Annual / Seasonal Billing Transparency of Costs Administrative Burden Budgetary Ease of Review Service Accountability 4

5 Bid Templates All Relevant Site Information COST Ask only for what you need xx Compare price points across multiple bids Level the Playing Field Bid Metrics Turf Square Footage Bed Square Footage Linear Feet of Shrubs Tree Counts Site Maps Boundaries Tenants (if applicable) Regional Variations 5

6 Request for Information Vendor s History Experiences with Similar Portfolios Understanding of the Bidders Processes Implementation Plans Bid Analysis Pricing Analysis Cost Proposition Managing the Variances Vendor Presentations Award Strategy Bundling + = Price 6

7 Implementation Vendor Organization Structure Escalation Procedures Communication Transition Timelines Implementation Goals Summary Set specific goals from the start. Scope of work: Brand maximization, meets stakeholder expectations, and delivers real value. Achievable Timeline. Create a Best in Class bid template. Acknowledge RFP regional variation and maximize your award strategy through consolidation. Demand a strong service Implementation Plan. First Steps in a Snow RFP Identifying Your Goals Confirming Site Lists Site IDs and Complete Addresses Identifying CAM Responsibilities 7

8 Snow RFP Timelines How much time do you NEED overall? Contractor needs RFP Data Analysis needs Transition Timeline needs Building a Scope of Work Statement of Objectives versus Performance Based Contracts Scope of Work Industry Standards Weighing the of 8

9 Scope of Work Service Triggers Scope of Work Service Triggers 1 Trigger Costs More Higher Service Expectation Difficult to maintain on smaller SF locations Scope of Work Service Triggers 2 Trigger Industry Standard d Consistent Service Balances Cost vs Expectation 9

10 Scope of Work Service Triggers 3 Trigger Budget Saver Delay Service = Higher Risk Bare pavement generally unachievable Scope of Work Deicing Scope of Work - Deicing Setting Expectation of Service Product Types Focus Points Pretreating when is it beneficial? Risk Mitigation: Assess and Suggest 10

11 Scope of Work Field Support BIG BOX SMALL BOX IN SEASON SITE INSPECTIONS PRE SEASON SITE INSPECTIONS POST SEASON SITE INSPECTIONS Scope of Work - Summary Statement of Objectives Define What You Want Use Your Resources Time is Your Best Friend Pricing Models Per Push Per Event Seasonal Time & Materials 11

12 Pricing Models Per Push Trigger based Ideal for small box Every visit is charged Per Event Based on Event Totals for entire storm, occasionally over 1 2 days One price for all services based on total accumulations Pricing Models Seasonal Ideal in areas with large snowfall amounts and more consistent snowfall amounts Budget Predictability Time & Materials Model used for > 1M SF Unpredictable costs Bid Sheets Keep it Simple COST Ask only for what you need xx Combine price points where appropriate 12

13 Bid Sheets Level the Playing Field Parking Lot Size Sidewalks Parking Lot Islands Loading Docks Tenants (if applicable) Accumulations (for Seasonal Quotes) Request For Information Vendor s History Experiences with Similar Portfolios Understanding of the Bidders Processes Implementation Plans Bids Are In What s Next Pricing Analysis Cost Proposition Managing the Variances Vendor Presentations 13

14 Award Strategy Bundling + = Price Implementation Vendor Organization Structure Escalation Procedures Communication Transition Timelines Implementation Goals Summary Clear Price model and Bid Template Create a definitive Scope of Work Level Playing Field Cost versus Brand Win Win Award Strategy Best in Class Implementation Strategy Don t be afraid to ask for help. 14