Business Services Action Item

DATE:	Tuesday, February 20, 2018
TO:	School Board Members
FROM:	Jeff Eakins, Superintendent
SUBJECT / RECOMMENDATIONS
Accept the Lowest Responsive, Responsible Bid Submitted by Westcoast Landscape & Lawn, Inc. - Invitation to Bid (ITB) #17151-MST-BJH Athletic Turf Maintenance (Business Services Division)
EXECUTIVE SUMMARY
On December 4, 2017, Procurement Services, in conjunction with the Sites and Utilities Department, issued an ITB for athletic turf maintenance of high school and middle school football, softball, and practice fields. The following services are to be provided: soil analysis, fertilization, and weed and insect control to maintain District athletic fields. The Manager of Sites and Utilities has reviewed this recommendation. The award of this contract will 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 $440,000 will be available in the Sites and Utilities Department budget. For tracking purposes, the project number specific to this agenda item is 8001. As of January 25, 2018, the remaining balance less encumbrances for this line item equaled $297,477.54.  If funds are needed that will exceed the amount remaining prior to June 30, 2018, the department will transfer funds from other accounts that are tracking under budget or delay purchases until the next fiscal year.
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		Gretchen Saunders
Chief Operating Officer (813) 272-4004		Chief Business Officer (813) 272-4270
		C 6.08
Hillsborough County Public Schools (Florida) * Mtg.#20180220_860 (Board Meeting) * Section C Item# 6.08