Accept the Lowest and Best Bids Submitted by Various Vendors - Invitation to Bid (ITB) #4913-KO Fence Materials (Business Division)

This bid was prepared at the request of the Sites Department to establish a firm price to provide fence materials. This award is made to the lowest responsive and responsible bidders meeting specifications. The award recommendation is as follows: Items 1 through 48 and Items 65 through 135 to Diaz Iron Designs, LLC for lowest overall on these items; Items 49 through 64 to Arc Tech Construction By Design, Inc. for lowest overall on these items. This recommendation has been reviewed by the General Manager of Maintenance. To ensure fair and open competition, the District utilizes an online vendor registration system to notify potential bidders of opportunities. Through this system, four bidders responded. A more detailed review of specifications can be obtained by contacting the Purchasing Department.

As stated in OPPAGA report: "Efficient purchasing and warehousing require that management processes be in place to ensure that supplies, equipment, and services vital to the school’s education mission are purchased from a competitive source, in the right quantity, delivered timely to the correct location, and stored in a secure location. These criteria should be met for each purchase without sacrificing quality."

These items are, or will be, included in the General Fund Budget in an amount not to exceed $250,000. An analysis on the cost and usage of 36 of the most heavily used items demonstrated a savings of over $23,329.56 or 16.28% as shown on the Cost Analysis (Attachment A).

Contract administration or evaluation is performed by the Project Manager (end user) and Procurement Officer, who function as a team. Reviews are conducted face to face, typically quarterly, or by utilizing an online vendor performance report. Prior to soliciting a new contract, the contract administration team must first give consideration to the specifications and supporting data of the expiring contract.