On April 28, 2010, the Procurement Department, in conjunction with the Transportation Department, issued a Request for Proposal (RFP) for qualified firms to provide global positioning system (GPS) services. The initial term of the contract is for three years from July 21, 2010. This contract may be renewed by the Superintendent for two additional one-year periods, provided all terms and conditions remain unchanged and in full force and effect. The following factors were considered when evaluating proposals: specialized experience in global positioning system (GPS), implementation plan, commitment to quality, utilization of small businesses, and cost effectiveness of service.

Proposals were accepted on May 19, 2010. The district utilizes two online 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 June 14, 2010, the committee evaluated the proposals based on stated RFP criteria, Phases I and II. The evaluation committee selected three firms to move to future phases (Attachment C). The three vendors were evaluated after presentations at the committee meeting on June 24, 2010 (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 D), and recommended Synovia, Inc. for the award (Attachment E).

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

Funds of approximately $1,700,000 over five years were appropriated in the Transportation Department budget to provide global positioning system (GPS) services. Procurement staff negotiated a $298,500 reduction in annual cost over five years.

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.