Hillsborough County Public Schools Business
Action Item

DATE: Tuesday, August 22, 2006
TO: School Board Members
FROM: MaryEllen Elia, Superintendent

SUBJECT / RECOMMENDATIONS

Accept the Lowest and Best Bids Submitted by Various Vendors - Invitation To Bid #4747-KO HVAC Direct Digital Control Services-Parts and Maintenance (Factory Authorized Original Equipment Manufacturers) (Business Division)

EXECUTIVE SUMMARY

This bid was prepared at the request of the Air Conditioning and Energy Management Services Department to establish a fixed price for the purchase of HVAC direct digital control services, parts, and maintenance. This award is made by section to the lowest responsive and responsible bidders meeting specifications. Original equipment manufacturers (OEM) products are typically available from one source. This recommendation has been reviewed by the Cooling Equipment Maintenance Manager. To ensure fair and open competition, the District utilizes an online vendor registration system to notify potential bidders of opportunities. Through this system, six (6) bidders responded. A more detailed review of specifications can be obtained by contacting the Purchasing Department.

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

As stated in the OPPAGA report: “Efficient purchasing and warehousing require 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)

These items are, or will be, included in the General Fund Budget in an amount not to exceed $630,000.

EVALUATION

Contract administration or evaluation is performed by the Project Manager (end user) and Purchasing Agent, 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

Cathy Valdes
Chief Facilities Officer
(813) 272-4004
Gretchen Saunders
Chief Business Officer
(813) 272-4270
5.13
Hillsborough County Public Schools (Florida) * Mtg.#20060822_182 * Section E Item# 5.13