I've learned a lot during this process (outsourced grass cutting). Our contract and the process have room for improvement, and we can execute differently next time. Here are some thoughts.
Dennis W. shared with me his ideas, and they cover very nicely.
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1 Begin bidding process during the first week of January
2 Examine the possible benefits of a split contract
3 Have the maintenance superintendent prepare a performance report on existing contractor that would include:
overview of performance
problems and resolutions
extra work performed
suggestions for improvement
4 Put in place a six-month probationary period starting at the beginning of the grass cutting season
5 Have the maintenance superintendent prepare a pre-qualification report on all grass cutting bidders that would include:
brief company history
names of principals
references
background check by Mariemont Police Chief
brief summary of facilities and equipment
litigation history
quality assurance procedure
documentation of employees
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Next steps:
-Have Sue and John compile feedback throughout the season. Data is the key for renewal after year 1 and in year 2. Start 4/1/2010
-Have John recommend a map spelling out where a split contact could best happen (probably 2 areas). Reco by late 2011.
-Committee to recreated contract based on agreed to enhancements. Meet late 2011.
Cortney
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We should evaluate using a similar procedure for other financial expenditures involving bids ..........really......we should use a similar procedure for evaluating leaders, dept heads, admin, service delivery of all depts, fiscal responsibility ect,ect,ect. Just an idea
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