On November 3, 2008, the Procurement Department, in conjunction with the Maintenance Department, issued a Request for Proposal (RFP) to obtain an enterprise Computerized Maintenance Management System (CMMS) / Enterprise Asset Management (EAM) system. 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 December 2, 2008. The District utilizes two online vendor registration systems to notify potential bidders of opportunities. Through these systems, ten firms responded (Attachment A). The evaluation process included a committee of District-level personnel (Attachment B). On December 12, 2008, the committee evaluated the proposals based on stated RFP criteria, Phase I (Attachment C). The evaluation committee selected three firms to move to future phases (Attachment D). The three vendor presentations were evaluated at the committee meeting on February 5, 2009. 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 TMA Systems, LLC for the award.

* Align financial resources to support the district’s strategic goals

Funds of approximately $170,000 will be available in the Maintenance Department budget for the purchase of a computerized maintenance management system. The cost has been reduced by $20,000 through negotiations, which resulted in a cost avoidance of $20,000.

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.