Hillsborough County Public Schools Business
Action Item

DATE: Tuesday, June 15, 2010
TO: School Board Members
FROM: MaryEllen Elia, Superintendent

SUBJECT / RECOMMENDATIONS

Approve and Contract with Florida Air Conditioning Distributors, Inc. - Request for Negotiations (RFN) #10013-MST Venstar Thermostats and Accessories, Manufacturer Authorized Distributor (Business Division)

EXECUTIVE SUMMARY

On May 18, 2010, the Procurement Department, in conjunction with the Energy Conservation Department, issued a Request for Negotiations (RFN) to obtain firm pricing for Venstar Thermostats from Florida Air Conditioning Distributors, Inc., due to their position as the exclusive distributor in the State of Florida.

The Energy Conservation Department, following the lead of the School Board, is continuously striving to lower energy consumption across the district. Over the past two years, they have piloted different thermostats in an effort to find one that would give us the control that is needed to save energy, maintain a comfortable temperature, and provide optimal humidity control in accordance with school district guidelines. The manufacturer of the Venstar thermostats was requested to make software and hardware modifications tailored to our specific needs. Upon approval of this RFN, the manufacturer will be creating a model number specific to Hillsborough County Public Schools at no additional charge to the district. By implementing this program districtwide, the Venstar thermostat will assist us in our energy management and cost saving efforts and will be a base element in our endeavors to go "green." This recommendation has been reviewed by the Energy Conservation Manager. A more detailed review of the specifications can be obtained by contacting the Procurement Department.

The initial term of this contract is three years and may be renewed for two additional one-year periods subject to negotiations. This option to renew requires the mutual agreement of both parties and the approval of the Superintendent.

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

* Align financial resources to support the district’s strategic goals, * Demonstrate best financial practices

FINANCIAL IMPACT (Budgeted: Yes)

Funds of approximately $150,000 will be available in the Energy Conservation Department budget for the purchase of thermostats. A savings of $1,350 will be achieved following our first order of 50 Venstar T2900 thermostats. In addition, Florida Air Conditioning Distributors, Inc. has extended the district a 1% Net 30 Days discount.

EVALUATION

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.

SUBMITTED BY: Jean R. Bowman, General Manager, Procurement Department

Cathy Valdes
Chief Facilities Officer
(813) 272-4004
Gretchen Saunders
Chief Business Officer
(813) 272-4270
A 5.39
Hillsborough County Public Schools (Florida) * Mtg.#20100615_402 * Section A Item# 5.39