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