Accept the Lowest and Best Bid Submitted by Ancom Systems, Inc. - Invitation to Bid (ITB) #4937-HM Telephone System Replacement Projects (Business Division)

This bid was prepared at the request of the Maintenance Department to establish fixed pricing for telephone system replacement projects utilizing E-Rate procedures. This recommendation has been reviewed by the General Manager of Maintenance. To ensure fair and open competition, the District utilizes an online vendor registration system to notify potential bidders of opportunities. Through this system, seven (7) 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 funds are, or will be, included in the General Fund Budget in an amount not to exceed $28,000. District staff will follow the E-Rate procedures to ensure eligible sites receive the maximum rebate of 65%. The value of goods and services is approximately $80,000, which represents an estimated cost savings of $52,000.

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.