TRANSMITTAL LETTER FOR BOARD MEETING OF MARCH 6, 2008
COMMITTEE ON PURCHASING
Mr. Richard Lanyon, General Superintendent
Title
Issue a purchase order and enter into an agreement with GRM Information Management Services, Inc., for Outsourcing of Storage of District Records for a Three-Year Period, in an amount not to exceed $134,304.00, (07-RFP-31) Account 101-15000-612490, (Requisition 1233499)
Body
Dear Sir:
Requisition 1233499 has been submitted to the Purchasing Agent to provide for outsourcing of storage of District records for a three-year period. The purpose of this requisition is to provide suitable storage conditions for the District’s official records at recommended environmental conditions, in order to protect these records from loss due to fires, floods, and exposure to extremes in temperature and humidity.
On August 29, 2007, Request for Proposal No. 07-RFP-31 was advertised. Twenty-seven (27) firms were notified, and ten (10) firms requested proposal documents. The District received five (5) proposals on September 21, 2007, from Federal Record Storage Company, Chicago Records Management, Inc., GRM Information Management Services, Inc., R4 Services, Inc., and Recall.
Several District employees, including the District’s Records & Library Supervisor, a Buyer from the Purchasing Department, and records personnel from the Engineering and Finance Departments, reviewed the proposals. The proposals were evaluated, based on such criteria as quality of each Proposer’s facility proposed for storage, approach to work, cost of services, and technical competence.
Based on the results of the preliminary evaluations, the District’s review team conducted on-site inspections of each Proposer’s facility. Following this technical review of each proposal and analysis of the cost proposals, the Proposers were then afforded the opportunity to submit their unqualified Best and Final Offers to the Purchasing Agent.
GRM Information Management Services, Inc. achieved the review team’s highest final composite score. The firm’s score reflects the excellent condition of their facility and operations; the presence of state-of-the-art fire-suppression systems; Web-based communication tools used to facilitate service to its customers; and the financial structure to provide all necessary services for the duration of the RFP.
GRM Information Management Services, Inc. possesses the necessary qualification to continue to provide the same excellent service, with regard to the storage of the District’s critical records, as it has already provided for nearly three years under the expiring RFP.
In view of the foregoing, it is requested that the Purchasing Agent be authorized to issue a purchase order and enter into an agreement with GRM Information Management Services, Inc. to provide for outsourcing of storage of District records for a three-year period, in an amount not to exceed $134,304.00 (or $44,768.00 per year for the years 2008, 2009, and 2010). Funds for the 2008 portion of this agreement are available in Account 101-15000-612490 Funding for the 2009 and 2010 portions of this agreement is contingent upon the Board of Commissioners’ approval of General Administration’s Budgets for those years.
Requested, Edmund J. Cook, Deputy Chief Engineer, EJC:JH:GA:MPC
Recommended, Darlene A. LoCascio, Purchasing Agent
Respectfully Submitted, Barbara J. McGowan, Chairman Committee on Purchasing
ORDERED passed by affirmative roll call vote of a majority of the Commissioners present this March 6, 2008. Approved, President Terrence J. O’Brien