Business Services Action Item

DATE:	Tuesday, October 17, 2017
TO:	School Board Members
FROM:	Jeff Eakins, Superintendent
SUBJECT / RECOMMENDATIONS
Accept the Proposals Submitted by Main Commercial Cooking and Refrigeration Services and Refrigerated Construction Services - Request For Proposal (RFP) #17012-DST-DD Commercial Refrigeration Repair (Business Services Division)
EXECUTIVE SUMMARY
On August 28, 2017, the Procurement Department, in conjunction with the Student Nutrition Services Department and HVAC and Energy Management Department, issued an RFP for commercial refrigeration repair. Two firms responded and a committee of District personnel evaluated their proposals.  After presentations and questions, the committee recommended awarding to the two firms. The purpose of this RFP was to establish the best service levels with an emphasis on technical qualifications and ability to respond quickly and efficiently. The RFP allows the District to award by areas. Therefore, the District was divided into two areas, East and West, to enable vendors to efficiently handle their assigned areas. Located in the District's self-contained kitchens, concession stands, culinary arts classrooms, and nurses stations, the equipment to be serviced under this agreement includes walk-in freezers, walk-in coolers, reach-in freezers, reach-in coolers, ice machines, milk boxes, open air drink coolers, frost top serving counters, and cold pan serving counters. Vendors shall use factory Original Equipment Manufacturer parts while performing services on factory warranted equipment. The end-user may bid projects, exceeding $5,000, among all the RFP respondents to ensure optimal value.    The initial term for this agreement shall be from October 18, 2017, through October 17, 2018, and may be renewed for four additional 1-year options. 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 terms of the specifications.
STRATEGIC OBJECTIVES
• Establish a strong foundation of financial stewardship
FINANCIAL IMPACT (Budgeted:  Yes)
Funds in the amount of $900,000 will be available in the 410 Student Nutrition Fund Budget. For tracking purposes, the project number specific to this agenda item is 9999. As of October 5, 2017, the remaining balance less encumbrances for this line item equaled $910,355.88.
EVALUATION
Contract administration or evaluation is performed by the Project Manager (the "End User") and 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 the 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 6.10
Hillsborough County Public Schools (Florida) * Mtg.#20171017_822 (Board Meeting) * Section C Item# 6.10