HCPS FL Logo Business Services
Action Item
DATE: Tuesday, October 2, 2018
TO: School Board Members
FROM: Jeff Eakins, Superintendent
SUBJECT / RECOMMENDATIONS
Accept the Lowest Responsive, Responsible Bids from Multiple Vendors - Invitation to Bid (ITB) #18066 - MST Heating, Ventilation, and Air Conditioning (HVAC) Equipment (Business Services Division)
EXECUTIVE SUMMARY
On July 16, 2018, Procurement Services, in conjunction with the HVAC and Energy Management Department, issued an ITB for the purchase of HVAC units to be used districtwide, as needed. This equipment includes wall-mounted and direct exchange package units normally found in individual classrooms and/or temporary or portable buildings not served by chilled water systems, mini-splits utilized to augment cooling in rooms and areas needing additional capacity such as media centers, band storage rooms, and computer rooms, and window units used for small areas not feasible or cost effective by other means such as field press boxes and storage areas.

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 in the amount of $91,000 will be available in the HVAC & Energy Management Services Department budget.  For tracking purposes, the project number specific to this agenda item is 8061.  As of September 7, 2018, the remaining balance less encumbrances for this line item equaled $160,333.22.
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 6.12
Hillsborough County Public Schools (Florida) * Mtg.#20181002_903 (Board Meeting) * Section C Item# 6.12