Accept the Best Catalog Discounts Submitted by Various Vendors for Invitation to Bid # 4689-KJ Audio Visual Equipment (Business Division)

On December 13, 2005, the Board awarded the District's core audio visual equipment to the lowest and best bidder. This recommendation for award is a continuation of the referenced invitation to bid and pertains to vendor catalog discounts on items the District did not specify as a core product. This recommendation has been reviewed by departments assisting with the specification development. To ensure fair and open competition, the District utilizes an online vendor registration system to notify potential bidders of opportunities. Through this system, 1,385 vendors were notified of the solicitation, 36 bidders responded and 1,349 did not respond. A more detailed review of specifications can be obtained by contacting the Purchasing Department.

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 General Fund Department Budget in an amount not to exceed $1,000,000.00. This amount also includes the total of the December 13, 2005, award.

Contract administration or evaluation is performed by the Project Manager (end user) and Purchasing Agent, who function as a team. Reviews are conducted face to face, typically quarterly, or by utilizing an on-line vendor performance report. Prior to soliciting a new contract, the contractor administration team must first give consideration to the specifications and supporting data of the expiring contract.