Business Services Action Item

DATE:	Tuesday, February 20, 2018
TO:	School Board Members
FROM:	Jeff Eakins, Superintendent
SUBJECT / RECOMMENDATIONS
Accept the Highest Ranking Proposal from Pure Air Filter - Request for Proposal (RFP) #17103-MST-MO HVAC Air Filters Full Service (Business Services Division)
EXECUTIVE SUMMARY
On December 8, 2017, Procurement Services, in conjunction with the Air Conditioning and Energy Management Services Department, issued an RFP for qualified firms to provide all air filter materials, equipment, testing, training, and technical and consulting services, as necessary, for the proper maintenance of air filtration systems. Two firms responded and a committee of Maintenance Department representatives evaluated the proposals and recommended awarding to the top-ranked firm, Pure Air Filter. The initial term for this agreement shall be for a period of one year following approval and may be renewed for four additional 1-year periods. There is a 30-day termination for convenience clause included in this contract. All prices 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 terms of the specifications.
STRATEGIC OBJECTIVES
• Establish a strong foundation of financial stewardship • Demonstrate "best practices" in all aspects of safety: student, employee, visitor, facility, transportation, and health • Construct and maintain facilities that create an environment conducive to teaching and learning
FINANCIAL IMPACT (Budgeted:  Yes)
Funds in the amount of $768,000 will be available in the 378-HVAC Filter Parts and Services budget. For tracking purposes, the project number specific to this agenda item is 8077. As of January 24, 2018, the remaining balance less encumbrances for this line item equaled $184,751. Funds needed for the remainder of the contract will be allocated in next fiscal year's budget. 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 Robert Wegmann, General Manager, Maintenance

Christopher Farkas		Gretchen Saunders
Chief Operating Officer (813) 272-4004		Chief Business Officer (813) 272-4270
		C 6.07
Hillsborough County Public Schools (Florida) * Mtg.#20180220_860 (Board Meeting) * Section C Item# 6.07