Business Services Action Item

DATE:	Tuesday, May 1, 2018
TO:	School Board Members
FROM:	Jeff Eakins, Superintendent
SUBJECT / RECOMMENDATIONS
Approve the Highest Ranking Proposals for Multiple Vendors - Invitation To Negotiate (ITN) #18011-MST-IV HVAC Systems and Repair (Business Services Division)
EXECUTIVE SUMMARY
On February 8, 2018, the Procurement Services Team, in conjunction with the Air Conditioning and Energy Management Department, issued an ITN for heating, ventilation, and air-conditioning (HVAC) systems and repair. Eleven firms responded and a committee of district personnel evaluated their proposals. After presentations and questions, the committee recommended awarding to the top ten firms. The purpose of this ITN was to establish the best service levels with an emphasis on technical qualifications and ability to respond quickly and efficiently. The ITN divides the district into 12 service areas to facilitate timely service and sufficient coverage. This enables the district to award various qualified vendors to keep district HVAC systems running efficiently. Services include the repair of chillers, cooling towers, heat exchangers, air-handling units, return air fans, and HVAC control systems. Vendors will use factory original equipment manufacturer parts while performing services on factory-warranted equipment. The end user may bid projects exceeding $5,000 among all the ITN respondents to ensure optimal value. 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
• 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 $1,250,000 will be available in Millage, Fund 378. For tracking purposes, the project number specific to this agenda item is 8062. As of  April 3, 2018, the remaining balance less encumbrances for this line item equaled $66,233.34. The funds needed for the remainder of the first contract term will be budgeted in fiscal year 2018/2019.  If funds are needed that will exceed the amount remaining prior to June 30, 2018, the department will transfer funds from other appropriate and allowable 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 Wegman, 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.#20180501_871 (Board Meeting followed by Public Hearing) * Section C Item# 6.07