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HomeMy WebLinkAboutCOM 0307.003 2004-2006 COUNTY OF HAWAII SOLID WASTE MANAGEMENT FACILITY PROCUREMENT TIMELINE AND TASKS HAWKINS DELAFIELD & WOOD LLP RICK SAPIR JUNE 29, 2005 Comm. No. 31 q. 3 Ref. To: pJO EMC. Ref. Uate ~N 2 ~ 2~~~ . DELAFIELD & WOODua FIRST PERIOD TECHNOLOGY AND APPROACH ASSESSMENT SECOND PERIOD PROCUREMENT DOCUMENT PREPARATION THIRD PERIOD COMPANY PROPOSAL PREPARATION FOURTH PERIOD PROPOSAL CLARIFICATION AND EVALUATION FIFTH PERIOD NEGOTIATIONS First Second Third Fourth Fifth Period Period Period Period Period Pmjed COnnaCl Starts ExeclIut ion Techrw logy and Pmcurement Document Company Proposal Proposal Clarificet ion and Negotiazion Period 1 • Approach Assessment Preparation Period Preparation Period Evaluat ion Perbd Perbd 3 -6 Months 2 -3 Months 3 Months 3 Months f ~ ~ ~ . _ _ _ ..12 -15 Months _ _ Identify: • Prepare RFQ (if applicable) • Meetings • Review Proposals • Prepare Draft Contract • Objectives • Receive SOQ's with Proposer .prepare Clarification and Appendices • Technologies and • Evaluate anJ determine Teams Questions • Negotiate Final Contract Approaches Qualified Respondents • Company's • Meeting with Companies and Appendices • Site(s) Preparation of • Evaluate Proposals • Obtain Cowty Council • Tran saaion STruct ure 'prepare RF'P (with contraa proposals • prepare Evaluazion Approval •Pmcurement Structure princryles or drag contract) Report • Prepare and Negotiate • Feasibility Issues 'Distribute Draft RFP • Assist Selection Guaranty Agreement • Receive Comments Committee with • Issue Final RF'P Determination 2 DELAFIELD&WOODLLP FIRST PERIOD -TECHNOLOGY AND APPROACH ASSESSMENT ¦ Identify objectives ¦ Identify feasible technologies and approaches ¦ Identify non-feasible technologies and approaches ¦ Identify preferred technologies and non-preferred technologies ¦ Identify site(s) ¦ Identify key elements of transaction structure, for example ¦ ownership ¦ Financing (public or private) ¦ contract delivery approach (e.g., design/build/operate) ¦ operating term ¦ allocation of significant risks ¦ Identify procurement structure (e.g., RFQ vs. RFP) -legal issues ¦ Review feasibility issues (e.g., permitting, proven technology, cost, other) 3 DELAFIELD&WOOD~~P SECOND PERIOD -PROCUREMENT DOCUMENT PREPARATION PERIOD ¦ Preparation of Request for Qualifications ¦ Prepare RFQ (as applicable) ¦ Identify technical and financial qualification requirements ¦ Identify key business/risk issues ¦ Evaluation and Determination of Qualified Respondents ¦ Preparation of Request for Proposals ¦ Description of required scope of services ¦ Provide background data and historical tonnages ¦ Information regarding the site ¦ Identification of acceptable and/or unacceptable technologies or approaches ¦ Identification of minimum design requirements and performance guarantees ¦ Description of evaluation criteria and weighting ¦ Preparation of applicable proposal forms ¦ Preparation of appendices (e.g., insurance requirements, communication plan, key personnel, etc.) ¦ Refine risk allocation ¦ Preparation of comprehensive contract principles or draft contract (if feasible) ¦ Distribution of draft request for proposals ¦ Receive comments from and attend meetings with qualified proposers ¦ Distribution of final request for proposals Q DELAFIELD & WOOD LLP THIRD PERIOD -COMPANY PROPOSAL PREPARATION PERIOD ¦ Meetings with individual proposer teams ¦ Company's preparation of proposals G~~C~Cl1~Gf/yG6 $ DELAFIELD & WOOD ~~P FOURTH PERIOD -PROPOSAL CLARIFICATION AND EVALUATION PERIOD ¦ Review proposals for responsiveness and comprehensiveness ¦ Preparation of clarification questions regarding proposals (1 or 2 rounds) ¦ Meetings with individual teams to discuss clarification questions and preliminary responses (allow companies to present proposals) ¦ Review of written responses to clarification questions ¦ Evaluate proposals based on RFP evaluation criteria (business, technical approach, technical experience and cost) ¦ Preparation of evaluation report ¦ Assist Selection Committee with determination of most advantageous proposer c~Z~~u~tiJ?,~l DELAFIELDSWOOD~~p FIFTH PERIOD -NEGOTIATION PERIOD ¦ Preparation of draft contract and appendices if not previously distributed in request for proposals (additional period of time will be necessary if contract cannot be prepared prior to this time) ¦ Negotiation and preparation of final contract and appendices ¦ Obtain required County approval DELAFIELD&WOOD~~P