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School board adopts scoring rubric, conditionally awards custodial contract and postpones IT award
Summary
The Teton School District board approved a formal RFP scoring matrix for vendor bids, conditionally awarded the custodial contract to McCall Cleaners provided the company can staff the job within two weeks, and moved the IT bid decision to a special meeting Thursday for further scoring and clarifications.
The Teton School District board adopted a formal scoring matrix for requests for proposals and conditionally awarded the district's custodial contract to McCall Cleaners, with the board directing staff to award the job to an alternate bidder if McCall cannot meet a two-week staffing deadline.
The scoring matrix, which the board approved unanimously for immediate and future use, assigns points across five criteria — hourly rate (50 points), local market presence (20 points), supplies and equipment (10 points), emergency response capacity (10 points) and references (10 points) — and allows evaluators to rate bidders as “best in class,” “competitive/average,” or “below average.” The board cited Idaho state procurement code as permitting evaluation on price plus other criteria.
Board members said the rubric is intended to make evaluations more consistent and transparent. Cody, the district staff member assigned to score the bids, explained how he applied the rubric: “I rated Mr. Moose 85, McCall 90, and Bowman and Sons 84,” and described how he allocated points for local presence, references and response time. The board asked Cody to produce written scoring notes and suggested the rubric be treated as a living document that can be refined.
On the custodial contract, the board moved and passed a motion to award the contract to McCall Cleaners on the condition that McCall demonstrate it can staff the work within two weeks. If McCall cannot meet that staffing timeline, the board directed staff to award the contract to the next-ranked bidder, Mr. Moose. The motion passed on a voice vote.
The board opened five IT proposals at the meeting but did not complete scoring of the IT RFP. Marcus Johnson, the district IT supervisor, asked for additional time to review the IT proposals and request clarifications from bidders. The board scheduled a special meeting Thursday at 4 p.m. (virtual option provided) for Cody and Marcus to score the IT bids using the same rubric and then return with recommendations.
Board members said the new process should standardize vendor selection and reduce reliance on ad hoc judgments. Administrators will record and file written scoring notes and the vendor packets; Cody was asked to forward suggested rubric improvements to the business office.
The board also discussed timeline expectations and contingency plans in the event a chosen vendor cannot staff the contract on time, referencing a prior seasonal staffing shortfall for custodial services.
The board took no new policy changes to procurement during the vote; the action was limited to adopting the scoring matrix, conditionally awarding the custodial contract, and scheduling the IT bid follow-up meeting.
