Accept all Proposals Submitted by Powell, Fragala, and Associates, Inc., TBE Group, Inc., Tindale-Oliver and Associates, Inc., and WilsonMiller, Inc. for Request for Proposal (RFP) #4714-TS General Planning Services. The work will be assigned by the Chief Facilities Officer, in consultation with the School Board Attorney, taking into consideration the expertise required and circumstances of each assignment. (Business Division)

On March 3, 2006, the Purchasing Department on behalf of the Facilities Division issued a Request for Proposal (RFP) for General Planning Services based upon the specifications provided by the Facilities Division. The purpose of this RFP is to establish qualified consultants to provide planning for acquisition of land for potential school sites. Firms were asked to provide their knowledge/experience, implementation plan, references and cost. Proposals were due on March 29, 2006.

The District notified 1,086 vendors online of the RFP and received four (4) proposals within the proposed timeframe (Attachment A). Proposals were received from 1) Powell, Fragala, and Associates, Inc., 2) TBE Group, Inc., 3) Tindale-Oliver and Associates, Inc., and 4) WilsonMiller, Inc. The evaluation process included a committee of district level personnel (Attachment B). The evaluation consisted of two phases. During Phase I the committee met on April 5, 2006, and evaluated the proposals based on the RFP criteria. Purchasing Staff contacted references to assist the committee during the evaluation process. The committee elected not to hold oral presentations, Phase II, but to recommend award based on the results of Phase I evaluations. The committee recommended all firms be awarded this contract (Attachments C and D). The fee schedule for each firm recommended for award is provided under attachment E. The initial term of the contract shall be for a three-year period with an effective date of May 3, 2006.

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.”

General planning activity will vary from year to year based on the need for property and site planning. All costs associated with the activity will be considered a cost of construction for the school and included in the Capital Outlay budget for the specific construction project.

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.