HCPS FL Logo Business
Action Item
DATE: Tuesday, April 26, 2016
TO: School Board Members
FROM: Jeff Eakins, Superintendent
SUBJECT / RECOMMENDATIONS
Accept the Lowest, Responsive, Responsible, Bids Submitted by Multiple Vendors - Invitation to Bid (ITB) #16026-MST Grass Sod - Purchase and Installation (Athletic and Non-Athletic) (Business Services)
EXECUTIVE SUMMARY
This bid was prepared at the request of the Sites and Utilities Department to establish fixed pricing for the purchase, installation, and restoration of sod, including athletic fields, playgrounds, and minor projects at school facilities throughout the district. Award of this contract shall be to the lowest responsive, responsible bidder for all items, as specified in the bid. This recommendation has been reviewed by the Sites and Utilities Department Manager. 

The initial term of this agreement shall be for a one-year period, beginning April 27, 2016, with four additional one-year renewals. All prices offered are firm against any increase for at least one year from the effective date. This agreement 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:  Yes)
Funds in the amount of $210,000.00 will be available in the Sites and Utilities Department budget.  For tracking purposes, the project number specific to this agenda item is 8001.  As of Monday, April 04, 2016, the remaining balance less encumbrances for this line item equaled $200,000.00.  Funds needed for the remainder of the contract will be allocated in the next fiscal year's budget.  If funds are needed that will exceed the amount remaining prior to June 30, 2016, the department will transfer funds from other accounts that are tracking under budget or delay purchases until the next fiscal year.
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 Services
Christopher Farkas   Gretchen Saunders
Chief Operating Officer
(813)-272-4004
  Chief Business Officer
(813) 272-4270
    C 6.09
Hillsborough County Public Schools (Florida) * Mtg.#20160426_759 (Board Meeting) * Section C Item# 6.09