Business Services Action Item

DATE:	Tuesday, July 17, 2018
TO:	School Board Members
FROM:	Jeff Eakins, Superintendent
SUBJECT / RECOMMENDATIONS
Accept the Lowest Responsive, Responsible Bids Submitted by Multiple Vendors - Invitation to Bid (ITB) #18027-MST Inventory Parts - Communications and Electronics (Business Services Division)
EXECUTIVE SUMMARY
This bid was prepared at the request of the Communications and Electronics Department to establish fixed pricing for inventory parts for fire alarm, public address, intercom, and security systems to be used districtwide. Award of this contract shall be to the lowest bidder for each line item, as specified in the bid. This recommendation has been reviewed by the Communications and Electronics Department Manager. The initial term of this agreement will be for a 1-year period, with four 1-year renewals.  There is a 30-day termination for convenience clause included in this agreement. All prices offered are firm against any increase for at least 1-year from the effective date. This agreement 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 • Demonstrate "best practices" in all aspects of safety: student, employee, visitor, facility, transportation, and health
FINANCIAL IMPACT (Budgeted:  Yes)
Funds in the amount of $165,000 are available in the General Fund Reserve for inventory purchases. Product is initially purchased from object 1150 and placed into Communications and Electronics Department inventory. As product is needed districtwide, the product and expense are both transferred to the using site. As of June 21, 2018, the remaining balance less encumbrances for this line item equaled $5,842,748.49.
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
Deputy Superintendent, Operations 813-272-4004		Chief Business Officer (813) 272-4270
		C 6.10
Hillsborough County Public Schools (Florida) * Mtg.#20180717_892 (Board Meeting) * Section C Item# 6.10