HCPS FL Logo Business
Action Item
DATE: Tuesday, May 19, 2015
TO: School Board Members
FROM: Jeff Eakins, Acting Superintendent
SUBJECT / RECOMMENDATIONS
Accept the Lowest, Responsive, Responsible Bids Submitted by Multiple Vendors - Invitation to Bid (ITB) #15016-DST Antifreeze, Petroleum Products, and Motor Oil Disposal Service (Business Division)
EXECUTIVE SUMMARY
This bid was prepared at the request of the Transportation Department to establish fixed pricing for antifreeze and petroleum products including diesel oil, gear oil, and transmission and hydraulic fluid.  Award of this contract shall be to the lowest bidder for each line item or group of items, as specified in the bid.  This recommendation has been reviewed by the Transportation Department's Fleet Manager.

The initial term of this contract will be for a one-year period, with four one-year renewals, subject to negotiations and mutual agreement.  The Superintendent is authorized to approve any renewal agreements, per the terms of the specifications.

STRATEGIC OBJECTIVES
• Demonstrate best financial practices
FINANCIAL IMPACT (Budgeted:  Yes)
Year-to-date expenditures for 2014/2015 are $136,169 and $274,311 for 2013/2014.  Due to a reduction in line item prices, the district will save approximately $14,500 during the first year.  In addition, due to the decision to re-formulate the oil blend currently being used, the district will realize a cost avoidance of $46,500.
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
Christopher Farkas   Gretchen Saunders
Chief Facilities Officer
(813) 272-4004
  Chief Business Officer
(813) 272-4270
    A 6.20
Hillsborough County Public Schools (Florida) * Mtg.#20150519_692 (Board Meeting) * Section A Item# 6.20