Accept the Lowest and Best Bids Submitted by Various Vendors ITB #4666-HM Concrete Demolition (Business Division)

Achieving timely and cost effective procurement of maintenance services is one of the most difficult and challenging tasks as it relates to compliance with procurement rules. Constraints imposed by typical procurement and contracting methods limit the requesting department’s ability to respond to urgent and time sensitive requirements while abiding by rules and regulations. This ITB is an innovative approach to bidding routine maintenance services while complying with procurement rules and regulations. Utilizing this new method, district personnel establish a cost for each service type or level of service and bidders respond to the cost with an adjustment factor. The factor is multiplied by the District's proposed cost to determine the bidders’ cost. If a sufficient number of bidders respond with an adjustment factor of one (1) and meet qualifications, all responders will be recommended for award. A rotation process will be utilized to assign projects. Periodically, the District's established cost will be modified to reflect industry price adjustments, but the vendors’ factor will remain the same. A few important benefits of this method of solicitation include: standard payment for routine maintenance services, expanded pool of vendors assigned district projects, reduced cost incurred by vendors, and an improved project start date.

This concrete demolition bid was prepared at the request of the District's Maintenance Department for the demolition of sidewalks for portable classrooms and other temporary concrete pour projects. Qualified contractors will be placed on a rotation list and contacted to begin work as projects are identified. Staff will not make an attempt to assign this work by dollar value; contractors must accept projects as they are identified. Upon notification of assignment, the contractor will have 24 hours to respond and provide acceptance or rejection of a particular project. If acceptance is not received within the specified time, the contractor will be rotated to the bottom of the list and the next contractor in line will be notified. This process will continue until a contractor is secured. Failure to accept three (3) projects during a given contract year may be grounds to remove the contractor from the rotation list. Utilizing tie bid criteria, the attached document represents the rotation list. The General Manager of Maintenance has reviewed this recommendation. To ensure fair and open competition, the District utilizes an online vendor registration system to notify potential bidders of opportunities. Through this system, 2,943 vendors were notified of the solicitation, 11 bidders responded, and 2,932 did not respond. A more detailed review of the specifications can be obtained by contacting the Purchasing Department. This process was developed in conjunction with the Office of Supplier Diversity and the NAACP.

As stated in OPPAGA report: "Efficient purchasing and warehousing requires 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."

These items are, or will be, included in the Maintenance Department Budget in an amount not to exceed $300,000.