Request Permission to Negotiate with Sole-Source Vendors for Proprietary Maintenance and Repair Services That Will Be Used by the Communications and Electronics Department (Business Division)

Attachment A is a list of sole-source vendors, by manufacturer, for proprietary maintenance and repair of systems in the Communications and Electronics Department. The work must be completed by the attached vendors or the warranty will be voided. Procurement has existing bids in place to maintain the equipment after the warranty period. The contract term is open-ended until the warranty expires and additional vendors will be added as needed.

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."

Funds for 2008/2009 are available in the Communications and Electronics Department budget for the purchase of Proprietary Maintenance and Repair Services.

Contract administration or evaluation is performed by the Project Manager and Senior Procurement Officer, 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.