On September 25, 2009, the Procurement Department, in conjunction with the Facilities Maintenance Support Department, issued a Request for Proposal (RFP) for qualified firms to provide roof assessment services. The initial term of the contract is for two years from the date of award. This contract may be renewed for four 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: implementation plan, utilization of small businesses, demonstrated commitment to quality, and cost effectiveness of service. Proposals were accepted on November 10, 2009. 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 December 3, 2009, the committee evaluated the proposals based on stated RFP criteria, Phases I and II (Attachment C). The evaluation committee selected three firms to move to future phases (Attachment D). The three vendors were evaluated based on presentations at the committee meeting on December 15, 2009 (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 Building Technology Associates, Inc. for the award.

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

Funds of approximately $245,000 were appropriated in the Facilities Maintenance Support budget to provide centralized roof assessment services.

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.