HCPS FL Logo Business
Action Item
DATE: Monday, July 18, 2011
TO: School Board Members
FROM: MaryEllen Elia, Superintendent
SUBJECT / RECOMMENDATIONS
Accept the Lowest and Best Bid Submitted by Haskell Termite Pest Control - Invitation to Bid (ITB) #11059-MST Fumigation Services (Business Division)
EXECUTIVE SUMMARY
This bid was prepared at the request of the Sites and Utilities Department to establish fixed pricing for fumigation services for the elimination of dry wood termite activity in permanent buildings and wooden walkways at specified sites.  Services will include complete tenting and fumigation with Vikane gas, removal of tent, and aeration of the buildings for four elementary schools, one high school building, and one technical center.

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 shall be for a one-year period beginning July 21, 2011, and ending July 20, 2012.  All prices offered are firm against any increase for at least one year from the effective date.

STRATEGIC OBJECTIVES
• Align financial resources to support the district’s strategic goals • Demonstrate best financial practices
FINANCIAL IMPACT (Budgeted:  Yes)
Department of Education Rule 6A-1.012 purchasing policies allow negotiations for the best terms and conditions when less than two responsive proposals are received.  Through negotiation with the responding vendor, the district will save an estimated $23,500 off the submitted bid prices for fumigation services during the contract period and is not to exceed $144,770.
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 5.13
Hillsborough County Public Schools (Florida) * Mtg.#20110718_467 (Board Meeting) * Section A Item# 5.13