TRANSMITTAL LETTER FOR BOARD MEETING OF APRIL 17, 2025
COMMITTEE ON PROCUREMENT
Mr. John P. Murray, Acting Executive Director
Title
Authority to advertise Contract 25-RFP-17, Scanning Services, estimated total cost not to exceed $715,500.00, Account 101-15000-612090, Requisition 1637006 (As Revised)
Body
Dear Sir:
Request for Proposal (RFP) documents have been prepared for Contract 25-RFP-17, Scanning Services, at the request of General Administration. The contract will begin on approximately October 1, 2025, and will expire on September 30, 2028.
The purpose of this contract is to provide scanning, pick-up, and delivery services for a thirty-six (36) month period.
The estimated total cost for this RFP is not to exceed $715,500.00. The estimated expenditures for 2025, 2026, 2027, and 2028 are $59,625.00, $238,500.00, $238,500.00, and $178,875.00, respectively.
A bid deposit is not required for this RFP.
The Affirmative Action Ordinance Appendix A and Appendix V will be included in this contract. The Minority-owned Business Enterprises (MBE), Women-owned Business Enterprises (WBE), and Veteran-owned Business Enterprises (VBE) utilization goals for this contract are: 20% MBE, 10% WBE, and 3% VBE.
The tentative schedule for this contract is as follows:
Advertise June 4, 2025
Proposals Received June 27, 2025
Award August 14, 2025
Completion September 30, 2028
In view of the foregoing, it is recommended that the Director of Procurement and Materials Management be authorized to advertise Contract 25-RFP-17.
Funds are available in 2025 in Account 101-15000-612090. Funds for expenditures in 2026, 2027, and 2028 are contingent on the Board of Commissioners’ approval of the District’s budget for those years.
Requested, Shellie Riedle, Administrative Services Officer, CO:VA
Recommended, Darlene A LoCascio, Director of Procurement and Materials Management
Respectfully Submitted, Precious Brady-Davis, Chairperson Committee on Procurement
Disposition of this agenda item will be documented in the Official Regular Board Meeting Minutes of the Board of Commissioners for April 17, 2025
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