HCPS FL Logo Business
Action Item
DATE: Tuesday, March 1, 2016
TO: School Board Members
FROM: Jeff Eakins, Superintendent
SUBJECT / RECOMMENDATIONS
Accept the Lowest Responsive, Responsible Bid Submitted by Precision Cuts by Freeman - Invitation to Bid (ITB) #15174-MST Mowing Services (Business Division)
EXECUTIVE SUMMARY
On December 9, 2014, the Board approved ITB #14117-MST Mowing and Grounds Maintenance Service at 189 Hillsborough County Public Schools locations.  The district was split into 13 geographically combined zones to improve efficiency and provide the best overall value.  Each vendor was awarded one zone, as specified in the bid.  Due to vendor default or non-renewal, it was necessary to rebid zones 2B, 3C, and 4D.  If approved, zone 2B will be awarded and zones 3C and 4D will be rebid due to all other vendors not meeting specifications.  This recommendation has been reviewed by the Sites and Utilities Department Manager.

To synchronize renewal periods with the existing bid, the initial term of the contract will be from March 2, 2016 through December 20, 2016, with five 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
• Align financial resources to support the district's strategic goals • Demonstrate best financial practices
FINANCIAL IMPACT (Budgeted:  Yes)
Funds in the amount of $99,750.00 will be available in the Sites and Utilities Department budget. For tracking purposes, the project number specific to this agenda item is 8075. As of Monday, February 8, 2016, the remaining balance less encumbrances for this line item equaled $409,169.00.
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:  Corey A. Murphy, General Manager, Procurement Department
Christopher Farkas   Gretchen Saunders
Chief Operating Officer
(813) 272-4004
  Chief Business Officer
(813) 272-4270
    C 6.04
Hillsborough County Public Schools (Florida) * Mtg.#20160301_755 (Board Meeting) * Section C Item# 6.04