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Business
Action Item
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DATE: Tuesday, January 30, 2007
TO: School Board Members
FROM: MaryEllen Elia, Superintendent
SUBJECT / RECOMMENDATIONS
Accept the Request for Proposal (RFP) Submitted by TruGreen ChemLawn - #4938-KO Maintenance of Athletic Turf (Horticulture) (Business Division)
EXECUTIVE SUMMARY
On December 19, 2006, the Purchasing Department on behalf of the Facilities Division issued a Request for Proposal (RFP) to provide maintenance of athletic field turf. The purpose of this RFP is to establish a contract with a qualified firm to perform annual soil testing, fertilization, weed control, and pest control for designated District athletic and play fields. To evaluate this RFP, firms were asked to provide their implementation plan, qualifications and experience, small business utilization, references, and cost/fees for services. Proposals were due on January 16, 2007. The District utilizes an online vendor registration system to notify potential bidders of opportunities. Through this system, two (2) firms responded (Attachment A). Proposals were received from JSM Services, Inc. and TruGreen ChemLawn. The evaluation process included a committee of district-level personnel (Attachment B). Prior to Phase I, Purchasing staff contacted references to assist the committee in determining which firms would advance. The committee evaluated the proposals during Phase I on January 18, 2007, based on the RFP criteria (Attachment C). The committee elected not to hold oral presentations, Phase II, but to recommend award based on the results of Phase I evaluations. After Phase I, the committee reviewed key points as a group and individually rated each firm for final compilation and ranking (Attachment D). The committee recommended TruGreen ChemLawn be awarded this contract. The initial term of the contract shall be for a three (3) year period with an effective date of January 31, 2007. The fee schedule for the requested service is Attachment E.
ANNUAL DISTRICT GOAL(S) AND CRITICAL SUCCESS FACTOR(S)
As stated in 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 funds are, or will be, included in the General Fund Budget in an amount not to exceed $650,000.
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
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Gretchen Saunders
Chief Business Officer
(813) 272-4270
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5.05
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Hillsborough County Public Schools (Florida) * Mtg.#20070130_273 * Section E Item# 5.05
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