HCPS FL Logo Business Services
Action Item
DATE: Tuesday, December 4, 2018
TO: School Board Members
FROM: Jeff Eakins, Superintendent
SUBJECT / RECOMMENDATIONS
Accept the Highest Ranking Reply from East Polk, LLC - Invitation to Negotiate (ITN) #18122-MST-BJH Boiler Repair, Maintenance, and Installation (Business Services Division)
EXECUTIVE SUMMARY
On October 15, 2018, Procurement Services, in conjunction with Heating, Ventilation, and Air-Conditioning (HVAC) and Energy Management Services, issued an ITN for the repair and maintenance of boilers and related services. These contracted services are necessary for boilers that serve the kitchens of Student Nutrition Services and those that provide hot water sources for HVAC heating purposes districtwide. The HVAC and Energy Management Services Manager has reviewed this recommendation.

The initial term of this agreement shall 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)
Funds in the amount of $100,000 will be available in the Maintenance Department budget. For tracking purposes, the project number specific to this agenda item is 8003. As of November 5, 2018, the remaining balance less encumbrances for this line item equaled $100,000.
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 6.30
Hillsborough County Public Schools (Florida) * Mtg.#20181204_911 (Board Meeting followed by Public Hearing) * Section C Item# 6.30