Accept the Proposal Submitted by Test Square, Inc. - Request for Proposal #4902-TWS Conditions Analysis and Recommendation for Remediation-Velasco Student Services Center (Business Division)

On October 6, 2006, the Purchasing Department on behalf of the Administration Division issued a Request for Proposal (RFP) to provide a conditions analysis of the Velasco Student Services Center, based upon specifications provided by the department. The purpose of this RFP is to establish a contract with a qualified firm to provide recommendations for predictive maintenance and vulnerabilities, prior to catastrophic failures of the Velasco Student Services Center. To evaluate this RFP, firms were asked to provide their implementation plan, approach/methodology, services, experience and qualifications, references, small business utilization, and cost/fees for services. Proposals were due on November 7, 2006. The District utilizes an online vendor registration system to notify potential bidders of opportunities. Through this system, three (3) firms responded (Attachment A). One (1) response did not comply with the proposal's submittal requirement and therefore was non-responsive. The committee did not evaluate this proposal. Proposals were received from Test Square, Inc., Carruthers & Associates, and General Physics Corporation. The evaluation process included a committee of district-level personnel (Attachment B). Prior to Phase l, Purchasing staff contacted references to assist the committee in determining which firms would advance. During Phase I, the committee evaluated the proposal on November 14, 2006, based on the RFP criteria (Attachment C). The committee voted not to have a Phase II meeting. After Phase I, the committee reviewed key points as a group and individually rated each firm for final compilation and ranking (Attachment D). Debi Veranth, Director of Administration, is the person with whom the consultant will communicate as to matters relating to this contract. The contract shall have an effective date of December 13, 2006 and an expiration date of December 12, 2007.

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. These criteria should be met for each purchase without sacrificing quality.”

Funds for these services are, or will be, included in the General Fund Budget in an amount not to exceed $17,430.65.

Contract administration or evaluation is performed by the Project Manager (end user) and Purchasing Analyst, 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.