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 A American Electrical Contractors, Inc. - Invitation to Negotiate (ITN) #18055-MST-BJH Stage Lighting Maintenance and Repair (Business Services Division)
EXECUTIVE SUMMARY
On June 12, 2018, Procurement Services, in conjunction with Communications and Electronics, issued an ITN for professional services to provide stage lighting maintenance and repair services at various sites throughout the district, as needed. The project scope provided for the maintenance of the existing lighting and control system with new LED lamps and controls. District personnel evaluated the proposals and recommended awarding to the highest ranked vendors. The Manager of Communications and Electronics has reviewed this recommendation. 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 • Construct and maintain facilities that create an environment conducive to teaching and learning
FINANCIAL IMPACT (Budgeted:  Yes)
Annual expenditures are estimated to be $100,000 and will be available in the Communications and Electronics Department budget. For tracking purposes, the project number specific to this agenda item is 8002.  As of August 23, 2018, the remaining balance less encumbrances for this line item equaled $62,500.  The remaining budget will be allocated in the second half of the 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
Deputy Superintendent, Operations (813) 272-4004		Chief Business Officer (813) 272-4270
		C 6.18
Hillsborough County Public Schools (Florida) * Mtg.#20180911_898 (Board Meeting followed by Public Hearing) * Section C Item# 6.18