On February 27, 2010, the Procurement Department, in conjunction with the Safety and Risk Management Office, issued a Request for Proposal (RFP) to obtain fire protection systems service. Proposals were accepted on March 9, 2010. The district utilizes two on-line vendor registration systems to notify potential bidders of opportunities.

Through these systems, nine firms responded (Attachment A). The evaluation process included a committee of district-level personnel (Attachment B). On March 26, 2010, the committee evaluated the proposals based on stated RFP criteria, Phase I (Attachment C). The evaluation committee selected four firms to move to future phases (Attachment D). Upon completion of all phases of the RFP, the committee reviewed key points as a group, individually rated each firm for final compilation and ranking (Attachment E), and recommended three firms for the award.

* Align financial resources to support the district’s strategic goals, * Demonstrate best financial practices

Funds of approximately $225,000 will be available in the Safety and Risk Management Department budget for the purchase of fire protection systems service.

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.