Business Services Action Item

DATE:	Tuesday, August 29, 2017
TO:	School Board Members
FROM:	Jeff Eakins, Superintendent
SUBJECT / RECOMMENDATIONS
Accept the Lowest Responsive, Responsible Bids Submitted by Various Vendors - Invitation to Bid (ITB) #17061-MST-BJH Fire Protection Systems Service (Business Services Division)
EXECUTIVE SUMMARY
On July 6, 2017, Procurement Services, in conjunction with the Safety and Risk Management Department and the Communications and Electronics Department, issued an ITB to establish fixed pricing for the inspection and service or repair of portable fire extinguishers and fire protection systems at sites throughout the district. Award of this contract shall be to the lowest responsive, responsible bidder for each section as specified in the bid. The Director of Safety and Risk Management and the Manager of Communications and Electronics have reviewed this recommendation. The initial term of this agreement shall be for one year, with four one-year renewal options. There is a 30-day termination for convenience clause included in this contract. All prices offered are firm against any increase for at least one year from the effective date. This contract will be reviewed and evaluated annually and may be renewed by the Superintendent, per the terms of the specifications.
STRATEGIC OBJECTIVES
• Establish a strong foundation of financial stewardship
FINANCIAL IMPACT (Budgeted:  Yes)
Funds in the amount of $100,000 will be available in Millage, and $25,000 will be available in the Risk Management and Safety Department Budget. For tracking purposes, the project numbers specific to this agenda item are 8084 and 6749. As of August 9, 2017, the remaining balances less encumbrances for this line item equaled $50,000 and $106,794.06, respectively.  The remaining funds needed in project 8084 will be allocated from Millage after the final Five Year Plan is approved in September 2017.
EVALUATION
Contract administration or evaluation is performed by the Project Manager (end user) and Procurement Officer who function as a team. This contract will be monitored to assure adherence to the terms and specifications. Prior to soliciting a new contract, the Contract Administration team must first give consideration to the specifications and supporting data of the expiring contract.
SUBMITTED BY:  Corey A. Murphy, General Manager, Procurement Services Christopher Farkas, Chief Operating Officer, Operations Division

Gretchen Saunders		Dr. Alberto Vázquez
Chief Business Officer (813) 272-4270		Chief of Staff (813) 272-4986
		C 6.12
Hillsborough County Public Schools (Florida) * Mtg.#20170829_818 (Board Meeting) * Section C Item# 6.12