Business Services Action Item

DATE:	Wednesday, August 1, 2018
TO:	School Board Members
FROM:	Jeff Eakins, Superintendent
SUBJECT / RECOMMENDATIONS
Accept the Lowest Responsive, Responsible Bid from American Portable Air - Invitation to Bid (ITB) #18033-MST Heating Ventilation Air Conditioners (HVAC) Spot Coolers (Business Services Division)
EXECUTIVE SUMMARY
This bid was prepared at the request of the HVAC Department to establish fixed pricing for the rental and/or purchase of HVAC spot coolers. A spot cooler is a portable air-conditioning unit designed to add additional cooling in various locations as needed, districtwide. 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 one 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 not to exceed $325,000 will be available in Millage.  For tracking purposes, the project number specific to this agenda item is 8083. Funds will be allocated in the 2018/2019 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

Christoper Farkas		Gretchen Saunders
Deputy Superintendent, Operations (813) 272-4004		Chief Business Officer (813) 272-4270
		C 6.04
Hillsborough County Public Schools (Florida) * Mtg.#20180801_893 (Board Meeting followed by Public Hearing) * Section C Item# 6.04