On July 23, 2008, the Procurement Department, in conjunction with the Maintenance Department, issued a Request for Proposal (RFP) to obtain generator set preventive maintenance and repair services. The following factors were considered when evaluating proposals: background of the proposer and subcontractor(s), including professional qualifications and experience of each of the team members and their qualifications, references, scope of services, capability of proposer to meet District requirements, utilization of small businesses, demonstrated commitment to quality, cost effectiveness of service, and appendices. Proposals were accepted on September 16, 2008. The District utilizes two on-line vendor registration systems to notify potential bidders of opportunities. Through these systems, two firms responded (Attachment A). The evaluation process included a committee of District-level personnel (Attachment B). On November 6, 2008, the committee evaluated the proposals based on stated RFP criteria, Phases I (Attachment C). The evaluation committee selected two firms to move to future phases (Attachment D). The two vendor presentations were evaluated at the committee meeting on November 17, 2008 (Attachment E). 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 F), and recommended Atlantic Tower Services for the award.

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

Funds of approximately $275,000 was appropriated in the Maintenance Department budget for generator set preventive maintenance and repair services. The recommended vendor bid cost is $150,000, which results in a cost avoidance savings of $125,000.

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.