HCPS FL Logo Business Services
Action Item
DATE: Tuesday, November 1, 2016
TO: School Board Members
FROM: Jeff Eakins, Superintendent
SUBJECT / RECOMMENDATIONS
Accept the Highest Ranking Proposals from Daikin Applied Americas, Hill York, and Johnson Controls Incorporated - Request for Proposal (RFP) #16084-MST Chiller Repair, Parts, and Maintenance (Business Services Division) 
EXECUTIVE SUMMARY
The purpose of this RFP was to procure fixed prices for chiller repair, parts, and maintenance.  Districtwide there are a total of 205 cold-water chillers operating at 63 sites. These units generate a cold liquid, which is circulated through the air handler's cooling coil to cool the air supplied to the schools.  Hillsborough County Public Schools is awarding to multiple vendors to ensure coverage and service throughout the district.

Five vendors responded to the solicitation and their proposals were reviewed by a committee of district personnel.  The committee recommended awarding to the top three ranked vendors.  The initial term of this contract will be for one year, with four one-year renewals.  There is a 30 day termination for convenience clause included in this contract.  This contract may be renewed by the Superintendent, per the terms of the specifications.  This contract will be reviewed annually and may be renewed by the Superintendent.
STRATEGIC OBJECTIVES
• Establish a strong foundation of financial stewardship
FINANCIAL IMPACT (Budgeted:  Yes)
Annual expenditures are estimated to be $1,000,000.00 and will be available in Millage. For tracking purposes, the project number specific to this agenda item is 8080. As of Thursday, October 13, 2016, the remaining balance less encumbrances for this line item equaled $614,980.02. The remaining funds required for the next fiscal year will be allocated in the HVAC and Energy Management Department 2018 fiscal year budget. If funds are needed that will exceed the amount remaining prior to June 30, 2017, they will be transferred from Fund 377, Local Capital Millage 2016/2017.
EVALUATION
Contract administration or evaluation is performed by the Project Manager (end user) and Procurement Officer, who function as a team. Reviews are performed annually or by utilizing an online vendor performance report. Prior to soliciting a new contract, the Contract Administration team must first give consideration to the specifications and supporting data of the expiring contract.
SUBMITTED BY:  Corey A. Murphy, General Manager, Procurement Services
Christopher Farkas, Chief Operations Officer
Gretchen Saunders   Dr. Alberto Vázquez
Chief Business Officer
(813) 272-4270		   Chief of Staff
(813) 272-4986
    C 6.10R
Hillsborough County Public Schools (Florida) * Mtg.#20161101_768 (Board Meeting) * Section C Item# 6.10R