Accept the Lowest and Best Bid Submitted by Various Vendors - Invitation to Bid (ITB) #4716-HM Exterior and/or Interior Painting of Portable Classrooms (Business Division)

This bid was prepared at the request of the Maintenance Department to establish a fixed pricing factor from qualified firms to paint the interior and exterior of portable classrooms. The pricing was generated by using RS Means Cost Work Software that is a standard in the construction industry and incorporates local standards and conditions. The information was submitted to the Maintenance Department for their review and approval. Awarded contractors will be placed on a list, in rotation order (Attachment A), and contacted on a rotational basis to complete individual projects. This recommendation has been reviewed by the General Manager of Maintenance. To ensure fair and open competition, the District utilizes an online vendor registration system to notify potential bidders of opportunities. Through this system, sixteen bidders responded. Twelve bidders submitted tie bids. The deadlock was decided using a list of criteria found in section 1.17 of the General Terms and Conditions of the bid specifications. All twelve bidders met the first tie breaker criterion because they certified as a drug-free workplace. The next tie breaker criterion is companies which are registered with the School District of Hillsborough County as a small business enterprise. The five recommended bidders are small businesses while the other seven are not and therefore are not recommended. The five recommended small businesses were ranked using a coin toss since they were equal in the other tie breaker criteria. A more detailed review of specifications can be obtained by contacting the Purchasing Department.

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.”

These funds are, or will be, included in the General Fund Budget in an amount not to exceed $75,000. This bid is part of a model created by the Office of Supplier Diversity, Maintenance, and Purchasing Departments to increase response and better control the overall cost of service delivery.

Contract administration or evaluation is performed by the Project Manager (end user) and 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.