Post on 14-Apr-2017
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Procurement Management PlanAlicia | Chris | Navneet | Thaisa | Vanessa
EXECUTIVE SUMMARYGreen Rooftops is a pilot program, funded by government to design, build and install customized green roofs on designated high schools throughout the city of San FranciscoThis program will be incorporated into the high school’s curriculum, with a focus on education and the implementation of green infrastructureMembers of the community and students will learn about the role of green roofs in reducing stormwater runoff, mitigating the heat island effect, and improving air qualityThey will learn how to grow food and compost, study weather patterns, measure rainfall, test soil quality and observe plant growthGreen Rooftops’ mission is to not only mitigate environmental damage but also to create life-enhancing value through educating students and communities
CORE PROJECT TEAM & SMEsDesigner: Partners with engineer, architect, and school for initial layout and planningStructural Engineer: Investigates structural feasibility and insurance codes, and is involved in concept design Landscape Architect: Combines art and science to plan and design layouts. Soil scientist. Collaborates with city planner and building departmentContractor LEED Certified: Brings the concepts of architecture, engineering, and clients to life. Possesses extensive technical and product knowledgeSustainability Manager: An ecologically-minded designer that specializes in biological resources and sustainable foodGreen Rooftop Ambassadors - School Faculty: Representative from each school, head of curriculum and student involvement
Economical Technologically Innovative Aesthetically Beautiful
Improves air qualityTop ProcurementEngineered SoilGrowing Medium Lightweight to minimize roof load Retains rain water and drains excess
Components
Economical Technologically Innovative Aesthetically BeautifulBenefits
Improves air qualityReduces stormwater - up to 65%Increases insulation of building - 30-40% Supports biodiversity - birds and insectsProvides food source Health - enhances wellbeing Community involvement and educationLasts 40+ years
PROJECT CHARTERWhat is the problem?Climate change is presenting many challenges to cities across the world. Urbanization negatively impacts the environment primarily via pollution and the covering of soil surfaces which in turn causes temperatures to increase, known as the Urban Heat Island Effect.
What is the problem?Green Rooftops aim to help protect water resources that have been negatively impacted by climate change, in that we reduce electricity usage and the volume of stormwater runoff and improve air quality. We also endeavour to education communities and future leaders on sustainability.
How? Who? Where? When? How much?
ScopeIN SCOPE: Design, build, installation and maintenance of green rooftops at ten schools in the San Francisco School District- one in each of 10 real estate districts
OUT OF SCOPE: Consultation, design, build, installation and maintenance of any other gardens or botanical facilities on the designated school grounds or other estates owned or managed by the San Francisco School District
*Anything not in scope is out of scope
CONSTRAINTSCost/Resources
Negotiated contract with the San Francisco School District is restricted to $5 million over 5 years. This must be allocated appropriately to design and install green rooftops at ten separate schools within San FranciscoOn-going maintenance of green roofs will be reliant on volunteer capacity provided by the students and local (district) school community
Time/SchedulePilot project must complete green rooftops at ten properties within 5 yearsAggressive timeline to ensure all school sites are completed on time
ASSUMPTIONSThe Schools communities, facilities, and students will support the presence of the green rooftops within their districtChoice of plants for the green rooftops will be appropriate to the microclimate in which each school is locatedSchool facilities and volunteer students will assist in the planting (installation) and continued maintenance of the green rooftops
RiskPossible risks jeopardizing the success of the project and procurement process include:
Improperly installed green roofsImproper plant handling and maintenanceSafety issues/ accidentsLeaks and mold development
As they are identified, they will be assessed for impact and severity utilizing the following criteria. Periodic review of these risks will ensure that these risks will ensure proper mitigation early and often
Risk ID 3
Risk Description Safety issues/ accidents
Review Frequency Bi-weekly
Risk Review Status OPEN
Root Cause Negligence, lack of supervision
Owner Green Rooftops and Mission High School
Impact Weight 5 = Could cause significant serious disruption of schedule, costs, or performance.
Probability of Occurrence
15%
Mitigation Strategy Fall protection — During installation, any worker exposed to a fall distance greater than 6 feet must be protected by a guardrail system, safety net system, or personal fall arrest system. During maintenance, any worker exposed to a fall distance greater than 4 feet must be similarly protected. Protective Equipment — The construction team must assess the project site to determine any additional protective equipment. A hard hat and steel-toed boots are always required. Other common safety equipment used by green roof installers includes safety glasses, reflective vests, and fall arrest harness or lanyard systems (when parapet heights necessitate them).
Contingency Strategy Mission High School must have an insurance policy to cover medical and therapeutic costs for accident victims of the Mission High School Community and all contractors and sub-contractors.
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COMMUNICATION PLANCommunication Project Kick-Off Meeting Structure Design Team Meetings Meeting with construction lead and
lead architectGardening and Botanist Team Meetings
Annual inspections
Purpose/ Key Message First meeting with project team to initiate project planning
Discuss materials needed for assembly, quantities and regulations.
1. To initiate the "build" phase by deciding the logistics required2. Track progress3. Review timeline and schedule
1. To initiate planting2. Track progress3. Review timelines and schedule
track progress, analyze results
Method of Communication In-person meetingE-mail with minutes, decisions and actions
In-person meetingFollow up email with minutes and key points
In-person meetingFollow up email with minutes and key points
In-person meetingFollow up email with minutes and key points
Email Final-hard copy document
Owner/ Sender Green Rooftops Project Manager PM/ Lead of structure design team (overseen by PMs of Green Rooftops)
PM/ Lead of construction team, lead architects (overseen by PMs of Green Rooftops)
Green Rooftop Botanists Green Rooftops Project Manager
Stakeholder/ Audience Project ManagerSF School District RepsHigh School Admin RepsLead Architects and EngineersLead BotanistsLead GardenersSF School District/ High School Maintenance Engineers
Green Rooftops teamPM of structure design teamSchool project liaison
Green Rooftops teamPM/ Lead of construction teamPM/ Lead architectSchool project liaison
Green Rooftop BotanistsGreen Rooftop GardenersGreen Rooftops Project Manager
Green Rooftops Project Manager San Francisco School District Lead Green Rooftops Architects and Engineers
Importance/ Priority HIgh High High High High
Frequency One-time meeting Weekly Bi-weekly, as needed Weekly Annually
INITIATE DESIGN BUILD INSTALL MAINTAIN
Build Requirements
Deliverable #1
Consultation with structural engineers to ensure that the joist can support the altered use for the school roof
Stakeholder input: Safety issues/ accidents
Values: The structure of the building cannot be changed and the Green Rooftop need to assure the safety of the school staff, students and workers on the project
How business objectives are being met: An experienced and skilled contractor will be hired. Lead Green Rooftops Architects, Engineers and Mission High School Maintenance Engineer need to compromise in meeting their goals
Budgeting *reference per hour: ● Structural Engineers $150 per hour● Construction Consultants $100 per hour
Build Requirements
Deliverable #2
Assessing the slopes/ inclinations
Assessing and installing adequate drainage and guttering
Laying a waterproof layer over the existing roof
Installing a water and soil retention layer
Stakeholder input:Leaks and mold development
Values:The structure of the building cannot be changed and the Green Rooftop need to assure that it won't have any leaks and mold in the school
How business objectives are being met:Mold inspections and Leak inspections by a specialist periodically
Budgeting *reference per hour:Other Subject Matter Experts $150 per hour
Build Requirements
Deliverable #3
Adding the lightweight growing medium
Stakeholder input:Safety issues/ accidents
Values:Lightweight growing to minimize roof load
How business objectives are being met:Designers should consult the green roof system provider to determine appropriate lightweight growing
Budgeting *reference per hour: ● Structural Engineers $150 per hour● Construction Consultants $100 per hour
Build Requirements
Deliverable #4
Planting drought-tolerant plants suited to the local microclimate
Stakeholder input:Improperly plant handling and maintenance
Values:Adequate plants for the SF differents microclimates
How business objectives are being met:Designers should consult the green roof system provider to determine appropriate plants or confirm that plant selections will be eligible for the system provider's warranty
Budgeting *reference per hour:Botanists $100 per hour
Build Requirements
Deliverable #5
Adding the required amount of water to support the newly introduced plants
Stakeholder input:Improperly plant handling and maintenance
Values:Properly plant handling and maintenance
How business objectives are being met:Proper installation, maintenance and training
Budgeting *reference per hour:Botanists $100 per hour
Build Requirements
Deliverable #6
Bi-weekly, then bi-monthly checks on drainage and plant welfare
Stakeholder input:Improperly plant handling, maintenance, leaks and mold development
Values:Properly plant handling and maintenance
How business objectives are being met:An experienced and skilled contractor should be hired. Mold inspections and Leak inspections by a specialist periodically
Budgeting *reference per hour● Botanists $100 per hour● Other Subject Matter Experts $150 per hour
$1 million per year During 5 years
Government backed for $5 million per year for the duration of the project of 5 years.Green Rooftops will provide the expertise but primarily maintained by students and school management.
Our fees are based on the time required by our professionals to complete the engagement. We estimate our total fees and expenses to not exceed $1,000,000.00 (one million dollars) for all time and expenses per year.
Build Requirements - Budgeting
Vendor selection criteria and evaluation
developed(Feb 10, 2016)
Design approved(Nov 30, 2015)
Design developed(Nov 25, 2015)
RFQ release(Mar 1, 2016)
Project and funding
approved(Oct 30, 3015)
CSOW developed(Jan 15, 2016)
Response evaluation completion
(Apr 30, 2016)
Business case development
(July 30, 2015)
Response submission
deadline(Apr 25, 2016)
PLANNING DEVELOPMENT CONCLUSIONPREPARATION DESIGN
Make or buy decision made
(Dec 25, 2015)
End of Inquiry period
(Apr 20, 2016)
RFP released to bidders
(May 15, 2016)
RFP evaluation commenced(Jul 15, 2016)
Accepted proposal
announced(Aug 15, 2016)
Initial Contract drafted
(Sep 1, 2016)
Contract negotiation Complete
( Sep 23, 2016)
Vendor Contract Finalized
(Sep 30,2016)
RFQ/ RFP Committee
finalized(Feb 15, 2016)
MILESTONES [schedules]
Green Rooftop SoilMaintenance service for rooftopsWeather-proof membraneRoot-protection barrierDrainage layerPlantsContractor for physical installation
IDENTIFY GWS TO BE PROCURED
Make or Buy analysis - SoilPrós Cons
Contracting such a firm to provide the soil might be cheaper and fasterThe quality of the soil may be better as these businesses have become experts at producing this type of soilWe can build relationships with green roof system manufacturers who may then promote the pilot project. It may lead to future sponsorships from them By outsourcing the production of soil, Green Rooftops can focus their attention and resources on the core business values to ensure success of this projectIn the long run, it might be cheaper to produce our own green roof soil as the unit cost will be cheaper than outsourcing (however this project has a duration of 1 year)The company could customize the soil in the way to best suit the microclimates of San Francisco, thus, maximizing the return yield of the soil
In the long run, it might be costlier to outsource the soil, however this pilot project has a time limit of one year There might be lead times and transit times which can delay the soil from getting to San Francisco on time, which could incidentally delay the whole project Our company may need to bear high transportation costs. (eg: the soil needs t be kept at a certain temperature to preserve its quality while in transit)Lack of expertise and experienceLack of lab equipment to scientifically adjust the soil’s chemical formation.Lack of time to learn the process of modifying the soil to make it rooftop ready. (The pilot project is time-restricted)Risky; a mistake in getting the soil ready could jeopardize the success of the whole project High start-up costs, if we decide to purchase lab equipment and expertise to make the soil in-house
Project: Mission High School
To: Soil Company
Location: 3750 18th St. San Francisco, CA 94114
Subject: Engineered Green Roof Soil
Green Rooftops require a unique type of soil that is
significantly lighter in weight than natural soil. This soil
also needs to be engineered in a way to retain water
more than natural soil, but also drain water
systematically.
This seemingly contradictory characteristic is only
achieved under strict lab conditions where the pH
level, lime and salt content of the soil is altered. Extra
nutrients too are added to optimize the use of this
soil.
Requirements: Certified QualityLightweight to minimize roof loadStable to give plants sufficient holdLow compaction, insignificant bulk densityRetain rain waterDrain excess waterContain right level of aciditySalt content tested for acceptable levels
Proper amount of nutrientsResistant to fire and frostPrice: $10-$20 per sq ft. Based on assumption 750 sq ft Green Roof
DUE DATE: April 1, 2016
Green Rooftops
Request for Proposal
● On the 23rd February 2016, Green Rooftops
entered a Design and Construction Agreement
with Mission High School.
● Green Rooftops, as the contractor agreed to
design, construct and implement a green rooftop
system, consisting of various fruits, vegetables
and other plants
● The contract was a fixed price agreement
whereby Mission High School agreed to pay
Green Rooftops an amount of $100,000.00 per
year for the duration of 5 years.
● Certain special conditions regarding the
structure of the school building were included
and agreed upon by both parties.
● Green Rooftops protected their IP of design and guide for installation. Ownership of property such as website, logos, any and all marketing and demonstrative material were also included as part of IP.
● Green Rooftops agreed to provide a monitoring program, training sessions/ workshops for educational requirements for the duration of 5 years.
● This section also included the accountability of repairs and additional maintenance costs.● A section on how to terminate the contract by
either or both parties and how to conduct any dispute resolution was also agreed upon.
Green Rooftops Mission High School
Contract - Summarized
We designed and employed this selection matrix to assess and evaluate the three vendors of soil who were provided with a RFP
Once we received their responses, we were then able to make an unbiased selection
Vendor Selection Matrix
Vendor Evaluation
We carried out a negotiation round with RoofLite Soil Co. about the price and quantity of the soil that we were aiming to procure
These are some of the practices we followed:
Negotiations
Thank youWe welcome questions and comments