TRANSMITTAL LETTER FOR BOARD MEETING OF FEBRUARY 4, 2016
COMMITTEE ON PROCUREMENT
Mr. David St. Pierre, Executive Director
Title
Report on rejection of proposals for 15-RFP-19, Microfilming and Scanning Services for a Thirty-Six (36) Month Period, estimated cost $330,000.00
Body
Dear Sir:
On August 6, 2015, the report on advertisement for the request for proposal, Microfilming and Scanning Services for a Thirty-Six (36) Month Period, was sent to the Board of Commissioners.
On October 7, 2015, the request for proposal was advertised and responses were received on October 30, 2015.
Twenty-eight (28) companies were notified of this request for proposal (RFP) and twenty-five (25) companies requested proposal documents. The tabulation of proposers is as follows:
COURT RECORD AND DATA MANAGEMENT SERVICES (CRDS)
MICROSYSTEMS, INC.
PROGRIO, LLC
After review of the best and final offer, the bid was approximately 88.6 percent over the District’s estimate and considered too high for an award. Therefore, the request for proposal is rejected in the public’s best interest. The Director of Procurement and Materials Management has informed all Proposers of this action.
Due to the dollar amount of the cost proposals and the best and final offer, the estimated expenses exceeded the funds budgeted for this purpose. The specifications of this request for proposal will be re-evaluated and revised before re-advertisement.
Respectfully Submitted, Darlene A. LoCascio, Director of Procurement and Materials Management, DAL:SEB:cm
Respectfully Submitted, Barbara J. McGowan, Chairman Committee on Procurement
Disposition of this agenda item will be documented in the official Regular Board Meeting Minutes of the Board of Commissioners for February 4, 2016