On October 25, 2010, the Procurement Department, in conjunction with the Facilities Maintenance Support Department, issued a Request for Proposal (RFP) for qualified firms to provide  preventative maintenance and roof repair. The initial term of the contract is for a one-year period from the date of award. The following factors were included when evaluating proposals: experience, utilization of small businesses, demonstrated commitment to quality, and cost effectiveness of service.  This contract may be renewed by the Superintendent for four additional one-year periods, provided all terms and conditions remain unchanged and in full force and effect.

Proposals were accepted on November 30, 2010. The district utilizes an online vendor registration system to notify potential bidders of opportunities. Through this system, seven firms responded (Attachment A). The evaluation process included a committee of district-level personnel (Attachment B) and the committee evaluated the proposals based on stated RFP criteria (Attachment C). The evaluation committee rated all the proposals (Attachment D), and  selected one firm for Part A, Preventative Maintenance and one firm for Part B, Roof Repair (Attachment E).

Funds of approximately $800,000 were appropriated in the Facilities Maintenance Support budget to provide preventative maintenance and roof repair.

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.