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Action Item
DATE: Tuesday, June 14, 2011
TO: School Board Members
FROM: MaryEllen Elia, Superintendent
SUBJECT / RECOMMENDATIONS

Accept the Lowest and Best Bids Submitted by Various Bidders - Invitation to Bid (ITB) #11066-MST Tree Trimming, Removal, and Related Services (Business Division) Revised Attachment

EXECUTIVE SUMMARY

This bid was prepared at the request of the Sites and Utilities Department to establish fixed pricing for tree trimming, removal, and related services to include removal of dead or damaged trees and limbs, stump removal, and staking, as needed throughout the district.

To provide additional bidding opportunities for vendors, award of this contract shall be to the lowest bidder per maintenance area (Maintenance Central, Maintenance East, and Maintenance West). 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 June 16, 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:  No)

Year-to-date expenditures for the current contract are approximately $247,000 for 2010/2011, and $136,118 for 2009/2010.

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 L. Valdes   Gretchen Saunders
Chief Facilities Officer
(813) 272-4004
  Chief Business Officer
(813) 272-4270
    A 5.46R
Hillsborough County Public Schools (Florida) * Mtg.#20110614_461 (Board Meeting) * Section A Item# 5.46R