Accept the Proposal Submitted by Various Vendors - Request for Proposal (RFP) #0008032-MST Security Systems Maintenance and Repairs (Business Division)

On March 18, 2008, the Procurement Department, in conjunction with the Maintenance Department, issued a Request for Proposal (RFP) for Security Systems Maintenance and Repairs for generic non-proprietary systems. To evaluate this RFP, firms were asked to provide their scope of services, qualifications, experience, fees, small business utilization, and references. Proposals were due on April 16, 2008. The District utilizes an online vendor registration system to notify potential bidders of opportunities. Through this system, six firms responded (Attachment A). The evaluation process included a committee of district-level personnel (Attachment B). The committee evaluated the proposals based on RFP criteria during Phases I and II on May 2, 2008 (Attachment C). The evaluation committee selected a short list of four firms to move to future phases (Attachment D). The committee met on May 29, 2008, after references were received, to evaluate the four remaining vendors. The committee reviewed key points such as costs and references as a group and individually rated each firm for final compilation and ranking, after all phases were completed. The committee recommended Advanced Communication Cabling, Inc. as the primary award vendor and Black Rose Communication as the secondary award vendor. The initial term of the contract shall be for a three-year period with an effective date of June 11, 2008.

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."

Funds of approximately $380,000 for 2008/2009 are available in the Maintenance Department Budget for the purchase of Security Systems Maintenance and Repairs. This is only an estimate and the actual amount could vary. The District will not be held responsible if actual services are less than this amount.

Contract administration or evaluation is performed by the Project Manager and Senior 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.