HCPS FL Logo Superintendent
Action Item
DATE: Tuesday, January 17, 2017
TO: School Board Members
FROM: Jeff Eakins, Superintendent
SUBJECT / RECOMMENDATIONS
Approve the Increase in Expenditures for Request for Proposal (RFP) #14006-MST Roof Repair and Preventative Maintenance (Business Services Division)
EXECUTIVE SUMMARY
On April 1, 2014, the Board approved the contracts with McEnany Roofing, Inc., Southern Roofing Company, Inc., and Roof USA, LLC for roof repair and preventative maintenance.  For the current term, April 2, 2016 through April 1, 2017, expenditures for routine repair and preventative maintenance are projected to be $1,100,000.00.  At this time, additional expenditures in the amount of $7,170,000.00 are needed for large roofing projects at various schools, increasing the estimated annual total at the time of award to $8,270,000.00.

The contract is currently in the middle of the second one-year renewal, with two one-year renewals remaining.  There is a 30-day termination for convenience clause included in this contract.  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)
Since the beginning of the current contract term, April 2, 2016, $736,367.71 has been expensed for routine repair and maintenance, with an estimated spend of $363,632.29 for the remainder of the term. Funds in the amount of $7,170,000.00 needed for the new roofing projects will be available in Millage.  For tracking purposes, the project numbers specific to this agenda item are 8138 and 8038.  As of December 14, 2016, the remaining balance less encumbrances for this line item equaled $7,088,724.00 and $480,175.75, respectively. 
EVALUATION
Contract administration or evaluation is performed by the Project Manager (end user) and the Procurement Officer, who function as a team. Reviews are conducted face to face, typically quarterly, 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 6.19
Hillsborough County Public Schools (Florida) * Mtg.#20170117_805 (Board Meeting) * Section C Item# 6.19