TRANSMITTAL LETTER FOR BOARD MEETING OF NOVEMBER 1, 2012
COMMITTEE ON PROCUREMENT
Mr. David St. Pierre, Executive Director
Title
Issue purchase order and enter into an agreement for Contract 12-RFP-17 Microfilming and Scanning Services for a Thirty-Six (36) Month Period, with Microsystems, Inc. in an amount not to exceed $158,836.00, Account 101-15000-612090, Requisition 1334273
Body
Dear Sir:
Authorization is requested to issue a purchase order and enter into an agreement with Microsystems, Inc. for microfilming and scanning services.
This request for proposal is for scanning, microfilming, and pick-up and delivery services.
Request for Proposal 12-RFP-17 was advertised on July 18, 2012. Twenty-five (25) firms were notified, with sixteen (16) requesting proposals. Two (2) proposals were received on August 17, 2012 from ABC Data Entry Systems, Inc. and Microsystems, Inc.
The proposals were reviewed and evaluated by a panel consisting of one representative each from General Administration and the Human Resources and Finance Departments, and two from the Engineering Department. The proposals and presentations were rated on an understanding of and approach to the scope of work, consultant technical qualifications, and cost of services. Each department provided one (1) ranking for each firm.
Microsystems, Inc.'s understanding of the District's needs and their microfilming and scanning experience qualifies them as the best suited to provide the requested services to the District.
The agreement will begin upon Board approval and execution of an agreement and purchase order, and will continue for a thirty-six (36) month period.
Inasmuch as Microsystems, Inc. possesses a high degree of industry experience and professional reputation, it is recommended that the Director of Procurement and Materials Management be authorized to issue a purchase order and enter into an agreement per Section 11.4 of the Purchasing Act, in an amount not to exceed $158,836.00.
Funds are available in Account 101-15000-612090.
Requested, Eileen McElligott, Administrative Services Manager, BKS:JMS:SL:JR:PJC
Recommended, Darlene A. LoCascio, Director of Procurement and Materials Management
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 November 1, 2012