Business Services Action Item

DATE:	Tuesday, September 19, 2017
TO:	School Board Members
FROM:	Jeff Eakins, Superintendent
SUBJECT / RECOMMENDATIONS
Accept the Lowest Responsive, Responsible Bid Submitted by American Refrigerants, Inc.- Invitation to Bid (ITB) #17074-MST-VT HVAC Refrigerant Gas (Business Services Division)
EXECUTIVE SUMMARY
On July 18, 2017, Procurement Services, in conjunction with Heating, Ventilation, Air-Conditioning (HVAC) and Energy Management Services, issued an ITB for refrigerant gas. Refrigerant gas, used in all air conditioning systems, is an integral part of the operation of all HVAC systems.   The award of this contract shall be to the lowest responsive and responsible bidder, as specified in the bid. The HVAC and Energy Management Services Manager has reviewed this recommendation. The initial term of this agreement shall be for a 1-year period, with four 1-year renewals. 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 • Construct and maintain facilities that create an environment conducive to teaching and learning
FINANCIAL IMPACT (Budgeted:  Yes)
Funds in the amount of $305,000 will be available in the General Fund Reserve for inventory purchases. Product is initially purchased from object 1150 and placed into HVAC and Energy Management Services inventory. As product is needed districtwide, the product and expense are both transferred to the using site. As of August 23, 2017, the remaining balance less encumbrances for this line item equaled $2,203,310.79.
EVALUATION
Contract administration and evaluation is performed by the Project Manager (the "End User") and the Procurement Officer, who function as a team, by utilizing an online vendor performance report or via in-person reviews. The evaluation consists of an assessment of the vendor-provided goods and services, deliverables, and compliance with contractual requirements. The resulting data will support renewal decisions and/or alterations to a new agreement.
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 6.17
Hillsborough County Public Schools (Florida) * Mtg.#20170919_819 (Board Meeting followed by Public Hearing) * Section C Item# 6.17