Accept the Lowest and Best Bid Submitted by Southern Lock and Supply Co. - Invitation to Bid #4899-CM Safes/Vaults (Business Division)

This bid was prepared by the Purchasing Department after reviewing prior year's expenditures. No bids were received for item 3. The value of this item is anticipated to be less than $1,000. Staff will quote this item or utilize an acceptable contract with another entity. To ensure fair and open competition, the District utilizes an online vendor registration system to notify potential bidders of opportunities. Through this system, two (2) bidders responded. A more detailed review of specifications can be obtained by contacting the Purchasing Department.

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.”

These services are, or will be, included in the General Fund or Capital Outlay Budget in an amount not to exceed $10,500.

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 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.