HCPS FL Logo Business
Action Item
DATE: Tuesday, October 27, 2015
TO: School Board Members
FROM: Jeff Eakins, Superintendent
SUBJECT / RECOMMENDATIONS
Accept the Lowest Responsive, Responsible Bids Submitted by Various Vendors - Invitation to Bid (ITB) #15128-MST Soil, Fill Dirt, Planting Materials (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 top soil, peat, clean fill dirt, crushed asphalt, bank run shell, and crushed concrete for use throughout the district.

The scope of work for this solicitation states:  "Hillsborough County Public Schools is seeking bids from qualified firms to provide the purchase of soils, dirt, fill material, planting materials, sand, and clay materials for various district sites."  Award of this contract shall be to the lowest responsive, responsible bidders, as specified in the bid.  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, with four one-year renewals, subject to negotiations and mutual agreement. The Superintendent is authorized to approve the renewal agreement, 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)
Expenditures were $102,850 for 2014/2015 and $47,443 for 2013/2014.  Funds are available in the Sites and Utilities inventory account number 1150 for soil, fill dirt, and planting materials. The site number is 9831.  Funds are transferred from inventory to the receiving site as needed.
EVALUATION
Contract administration or evaluation is performed by the Project Manager (end user) and Procurement Officer, who function as a team.  Reviews are performed annually 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 Operating Officer
(813) 272-4004
  Chief Business Officer
(813) 272-4270
    A 6.12
Hillsborough County Public Schools (Florida) * Mtg.#20151027_703 (Board Meeting) * Section A Item# 6.12