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 Bid Submitted by JSM Services, Inc. - Invitation to Bid (ITB) #11008-MST Aerification, Verticutting, and Top Dressing of Athletic Fields (Business Division)

EXECUTIVE SUMMARY

This bid was prepared at the request of the Sites and Utilities Department to establish fixed pricing for aerification, verticutting, and top dressing of 27 high school athletic fields throughout the district.  These include football, baseball, softball, and practice fields.  Aerification, verticutting, and top dressing promote healthy natural turf and durability of the athletic fields.  These services will be supplied as needed.

Award of this contract shall be to the lowest responsive, responsible bidder.  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 $200,000 will be available in the Sites and Utilities Department budget for the aerification, verticutting, and top dressing of the athletic fields throughout the district.  Through negotiation with the responding vendor the district will save an estimated $1,700 off of the submitted bid prices for verticutting services during the initial contract and restructuring the required number of services.

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 5.11
Hillsborough County Public Schools (Florida) * Mtg.#20110405_457 (Board Meeting) * Section A Item# 5.11