Accept the Lowest and Best Bids Submitted by Various Vendors - Invitation to Bid (ITB) #4923-VH Audio Visual Equipment (Business Division)

This bid was prepared to establish a firm price for the purchase of audio visual equipment for a one year period. This award is made by line item, or by category, to the lowest responsive and responsible bidders meeting specifications. This bid also contains fixed percentage discounts for the balance of line items not specifically listed. To receive award for discounts, bidders must have been awarded at least one line item or category in the bid. This recommendation has been reviewed by various 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, 36 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 or Capital Outlay Budget in an amount not to exceed $1,500,000.

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.