HCPS FL Logo Business
Action Item
DATE: Tuesday, May 3, 2011
TO: School Board Members
FROM: MaryEllen Elia, Superintendent
SUBJECT / RECOMMENDATIONS

Accept the Lowest and Best Bid Submitted by Quality Turf, L.C. - Invitation to Bid (ITB) #11043-MST Athletic Sod Maintenance and Repair (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 Bermuda and Argentine Bahia sod to include installation, repair, and sprigging for athletic fields, as needed, throughout the district.  The Sites and Utilities Department intends to replace the existing 419 Bermuda grass at 13 high schools with certified Celebration Bermuda during field repairs because of its durability, exceptional recovery, drought resistance, and color. Installation of United States Golf Association (USGA) sand has been included as a line item to address material deficits on some of our fields.  Drainage problems are often due to inadequate slopes; the addition of sand during repairs is often required once repairs are in progress. Sprigging the grass whenever time constraints allow will be a cost effective remedy for turf replacement.       

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 May 4, 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)

The estimated contract total is between $300,000 and $320,000. The funding sources may include Mileage and Public Education Capital Outlay (PECO).  

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 5.19
Hillsborough County Public Schools (Florida) * Mtg.#20110503_458 (Board Meeting) * Section A Item# 5.19