Business Services Action Item

DATE:	Tuesday, September 11, 2018
TO:	School Board Members
FROM:	Jeff Eakins, Superintendent
SUBJECT / RECOMMENDATIONS
Accept the Highest Ranking Proposal from VSC Fire & Security Inc. - Invitation to Negotiate (ITN) #18075-MST-IV Fire Protection System Services (Business Services Division)
EXECUTIVE SUMMARY
On August 29, 2017, the Board approved ITB #17061-MST-BJH Fire Protection Systems Services. The award was divided into two services: inspection and repair of pre-engineered, engineered fire extinguishers, engineered C02, automatic fire sprinkler, halon and hose systems. One vendor was awarded for the inspection of the systems, and another for the repair. Due to vendor non-renewal, it was necessary to rebid the services for repairs. The Manager of Communications and Electronics has reviewed this recommendation. To synchronize renewal periods with the existing bid, the initial term of this contract will be from September 12, 2018, through August 28, 2019. 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 • 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 $100,000 will be available in Millage, and $25,000 will be available in the Risk Management and Safety Department Budget. For tracking purposes, the project number specific to this agenda item is 8084. As of August 9, 2018, the total remaining balance less encumbrances for this line item equaled $106,794.06. The remaining funds needed in project 8084 will be allocated from Millage after the final Five-Year Plan is approved in September 2018.
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 Jeff McNickle, Manager Communications & Electronics, CMMS/IT

Christopher Farkas		Gretchen Saunders
Deputy Superintendent, Operations (813) 272-4004		Chief Business Officer (813) 272-4270
		C 6.09
Hillsborough County Public Schools (Florida) * Mtg.#20180911_898 (Board Meeting followed by Public Hearing) * Section C Item# 6.09