Hillsborough County Public Schools Business
Action Item

DATE: Tuesday, July 14, 2009
TO: School Board Members
FROM: MaryEllen Elia, Superintendent

SUBJECT / RECOMMENDATIONS

Accept the Lowest and Best Proposal Submitted by Kleen Air Research – Request for Proposal (RFP) #9009-MST HVAC Air Filters: Full Service Vendor (Business Division)

EXECUTIVE SUMMARY

On March 25, 2009, the Procurement Department, in conjunction with the Air Conditioning and Energy Management Services Department, issued a Request for Proposal (RFP) for a qualified firm to provide all air filter materials, equipment, testing of, training, technical, and consulting services, as are necessary for the proper maintenance of air filtration systems. The initial term of the contract is three years from the date of award. This contract may be renewed for two (2) additional one-year periods, provided all terms and conditions remain unchanged and in full force and effect.

The following factors were considered when evaluating proposals: utilization of small businesses, demonstrated commitment to quality, and cost effectiveness of service. Proposals were accepted on April 28, 2009. The district utilizes two online vendor registration systems to notify potential bidders of opportunities. Through these systems, five firms responded (Attachment A).

The evaluation process included a committee of district-level personnel (Attachment B). On May 9, 2009, the committee evaluated all the proposals based on stated RFP criteria (Attachment C) and selected three vendors to continue. All three vendors made presentations and were evaluated at the committee meeting on June 18, 2009. Upon completion of all phases of the RFP, the committee reviewed key points as a group, individually rated each firm for final compilation and ranking (Attachment D), and recommended Kleen Air Research for the award.

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

* Align financial resources to support the district’s strategic goals

FINANCIAL IMPACT (Budgeted: Yes)

Funds of approximately $446,000 were appropriated in the Air Conditioning and Energy Management Services Department budget for the proper maintenance of air filtration systems.

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 5.09
Hillsborough County Public Schools (Florida) * Mtg.#20090714_356 * Section A Item# 5.09