HCPS FL Logo Business
Action Item
DATE: Tuesday, April 5, 2011
TO: School Board Members
FROM: MaryEllen Elia, Superintendent
SUBJECT / RECOMMENDATIONS
Accept the Lowest and Best Bids Submitted by Various Vendors - Invitation to Bid (ITB) #11015-MST Insecticides, Herbicides, and Fertilizers (Business Division)
EXECUTIVE SUMMARY

This bid was prepared at the request of the Sites and Utilities Department to establish fixed pricing for the purchase of insecticides, herbicides, and fertilizer materials for districtwide use. These products will be utilized for controlling insects, weeds, and other unwanted vegetation from practice fields, lawns, fence lines, and paved areas. Fertilizers are for general grass and shrub areas. The products to be purchased will be supplied in various sizes and/or quantities depending upon the application.  Some of these materials have been added to the list to allow individual schools to make purchases if they desire to upgrade and/or maintain their landscaping or lawn areas.

Award of this contract shall be to the lowest responsive, responsible bidders, per line item as specified in the bid.  This recommendation has been reviewed by the Sites and Utilities Department Manager. 

The initial term of this contract will be for a one-year period beginning April 6, 2011, with four one-year renewals.  All prices offered are firm against any increase for at least one year from the effective date. This contract may be renewed by the Superintendent per the terms of the specifications. 

STRATEGIC OBJECTIVES
• Align financial resources to support the district’s strategic goals • Demonstrate best financial practices
FINANCIAL IMPACT (Budgeted:  Yes)
Funds in the amount of $150,000 will be available in the Sites and Utilities Department budget for the purchase of insecticides, herbicides, and fertilizers.  As a result of obtaining product approval on a specific line item (Ranger Pro Herbicide), the district will save $9,150 for the purchase of estimated quantities.  Overall, the district will save an estimated $13,000 for products during the initial contract period, as a result of the cost reduction of items previously purchased.  Estimated savings were determined by an item cost comparison from the previous invitation to bid for these items.
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 Bowman, General Manager, Procurement Department
Cathy Valdes   Gretchen Saunders
Chief Facilities Officer
(813) 272-4004
  Chief Business Officer
(813) 272-4270
    A 5.14
Hillsborough County Public Schools (Florida) * Mtg.#20110405_457 (Board Meeting) * Section A Item# 5.14