Hillsborough County Public Schools Business
Action Item

DATE: Tuesday, May 2, 2006
TO: School Board Members
FROM: MaryEllen Elia, Superintendent

SUBJECT / RECOMMENDATIONS

Authorize Negotiations With the Firms: 1) AAG/American Acqisition Group, 2) Absolute Investment and Realty Services, 3) Equis Corporation, 4) Exit Realty Consultants, 5) Florida Acquisition and Appraisal, Inc., 6) Hicks Real Estate Brokerage and Investments, and 7) Kilgore Real Estate, Inc. for Request for Proposal (RFP) # 4769-TS Real Estate Brokerage Services. The work will be assigned by the Chief Facilities Officer, in consultation with the School Board Attorney, taking into consideration the expertise required and circumstances of each assignment. (Business Division)

EXECUTIVE SUMMARY

On March 7, 2006, the Purchasing Department on behalf of the Facilities Division issued a Request for Proposal (RFP) for Real Estate Brokerage Services based upon the specifications provided by the Facilities Division. The purpose of this RFP is to establish real estate brokerage firms to provide land acquisitions and other real estate functions in Hillsborough County for future schools and support facilities. Firms were asked to provide their knowledge/experience, implementation plan, references and cost. Proposals were due on April 4, 2006.

The District notified 893 vendors online of the RFP and received seven (7) proposals within the proposed timeframe (Attachment A). Proposals were received from 1) AAG/American Acquisition Group, 2) Absolute Investment and Realty Services, 3) Equis Corporation, 4) Exit Realty Consultants, 5) Florida Acquisition and Appraisal, Inc., 6) Hicks Real Estate Brokerage and Investments, and 7) Kilgore Real Estate, Inc. The evaluation process included a committee of district level personnel (Attachment B). The evaluation consisted of two phases. During Phase I the committee met on April 10, 2006, and evaluated the proposals based on the RFP criteria. Purchasing Staff contacted references to assist the committee during the evaluation process. The committee elected not to hold oral presentations, Phase II, but to recommend award based on the results of Phase I evaluation. The committee recommended all firms be awarded this contract (Attachments C and D). Staff will negotiate with recommended firms and present fees at the May 16, 2006, Board meeting.

ANNUAL DISTRICT GOAL(S) AND CRITICAL SUCCESS FACTOR(S)

As stated in OPPAGA report: “Efficient purchasing and warehousing requires that management processes be in place to ensure that supplies, equipment and services vital to the school’s education mission are purchased from a competitive source, in the right quantity, delivered timely to the correct location, and stored in a secure location. These criteria should be met for each purchase without sacrificing quality.”

FINANCIAL IMPACT (Budgeted: Yes)

Funds will be included in the Planning and Construction Department Budget. Staff will present negotiated fees at the May 16, 2006, Board meeting.

EVALUATION

Contract Administration or evaluation is performed by the Project Manager (end user) and Purchasing Analyst, 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: Willie T. Campbell, CPPO, CPPB, General Manager, Procurement
 

 Reviewed By Thomas Gonzalez, School Board Attorney


_____________________________________________

Cathy Valdes
Chief Facilities Officer
(813) 272-4004
Gretchen Saunders
Chief Business Officer
(813) 272-4270
5.38R
Hillsborough County Public Schools (Florida) * Mtg.#20060502_175 * Section E Item# 5.38R