HCPS FL Logo Business Services
Action Item
DATE: Tuesday, October 17, 2017
TO: School Board Members
FROM: Jeff Eakins, Superintendent
Accept the Lowest Responsive, Responsible Bid Submitted by East Polk LLC - Invitation to Bid (ITB) #17087-MST-VT Boiler Maintenance, Repair, and Related Services (Business Services Division)
On August 21, 2017, Procurement Services, in conjunction with Heating, Ventilation, Air-Conditioning (HVAC) and Energy Management Services, issued an ITB for the repair and maintenance of boilers and related services. These contracted services are necessary for boilers that serve the kitchens of Student Nutrition Services and those that provide hot water sources for HVAC heating purposes districtwide.

The award of this contract shall be to the lowest responsive and responsible bidder, as specified in the bid. The HVAC and Energy Management Services Manager has reviewed this recommendation.

The initial term of this agreement shall be for a 1-year period, with four 1-year renewals. There is a 30-day termination for convenience clause included in this contract. All prices offered are firm against any increase for at least one year from the effective date. This contract will be reviewed and evaluated annually and may be renewed by the Superintendent, per the terms of the specifications.
• Establish a strong foundation of financial stewardship • Construct and maintain facilities that create an environment conducive to teaching and learning
Funds in the amount of $100,000 will be available in the Maintenance Department budget.  For tracking purposes, the project number specific to this agenda item is 8003.  As of September 20, 2017, the remaining balance less encumbrances for this line item equaled $100,000.
Contract administration and evaluation is performed by the Project Manager (the "End User") and the Procurement Officer, who function as a team, by utilizing an online vendor performance report or via in-person reviews. The evaluation consists of an assessment of the vendor-provided goods and services, deliverables, and compliance with contractual requirements. The resulting data will support renewal decisions and/or alterations to a new agreement.
SUBMITTED BY:  Corey A. Murphy, General Manager, Procurement Services
Christopher Farkas, Chief Operating Officer, Operations Division
Gretchen Saunders   Dr. Alberto Vázquez
Chief Business Officer
(813) 272-4270
  Chief of Staff
(813) 272-4986
    C 6.09
Hillsborough County Public Schools (Florida) * Mtg.#20171017_822 (Board Meeting) * Section C Item# 6.09