Business Services Action Item

DATE:	Tuesday, March 12, 2019
TO:	School Board Members
FROM:	Jeff Eakins, Superintendent
SUBJECT / RECOMMENDATIONS
Approve the Piggyback of the Agreement Between B&I Corporation, Inc. (B&I), and The School District of Collier County, Florida - Invitation to Bid (ITB) #18-7235 Heating, Ventilation, and Air Conditioning (HVAC) Repair Services (Business Services Division)
EXECUTIVE SUMMARY
On April 28, 2018, The School District of Collier County, Florida entered into an agreement with B&I for preventative and remedial maintenance services including, but not limited to, maintenance and repair of HVAC, boiler, and water heater systems, and industrial/commercial/residential HVAC and related electrical equipment.  With the high volume of HVAC maintenance and repairs needed at Hillsborough County Public Schools, the addition of this provider will allow us the opportunity to minimize operational downtime.  HCPS will be contracting with B&I for mechanical services to include the repair and maintenance of HVAC and related control and mechanical systems, and parts for related in-house services, as defined in the attached Scope of Work numbers 1, 5, and 6, and section B. The initial term of this contract was for a 3-year term beginning April 24, 2018, with two additional 1-year renewal options. If approved, HCPS will commence its use effective March 13, 2019. Piggyback agreements may be terminated at any time. This contract will be reviewed and evaluated annually and may be renewed by the Superintendent, per the terms of the specifications. In accordance with the Florida Department of Education Purchasing Policy 6A-1.012(6), in lieu of requesting competitive solicitations (Invitations to Bid (ITB), Requests for Proposals (RFP), or Invitations to Negotiate (ITN)), from three or more sources, district school boards may make purchases at or below the specified prices from contracts awarded by other city or county governmental agencies, or other district school boards, community colleges, federal agencies, or the public or governmental agencies of any state. As defined by the National Institute for Governmental Purchasing (NIGP), "piggybacks" are a form of intergovernmental cooperative purchasing best practice. NIGP's established standard states that public procurement should consider the use of piggybacks and cooperative contracts to lower prices and administrative costs, as they can be a more effective and efficient use of time and resources because the other entity has already completed the competitive process.
STRATEGIC OBJECTIVES
• Establish a strong foundation of financial stewardship • Construct and maintain facilities that create an environment conducive to teaching and learning
FINANCIAL IMPACT (Budgeted:  Yes)
Funds in the amount of $200,000 will be available in the HVAC & Energy Management Department budget. For tracking purposes, the project number specific to this agenda item is 8062. As of January 31, 2019, the remaining balance less encumbrances for this line item equaled $268,265.
EVALUATION
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 Robert Wegmann, General Manager, Maintenance

Christopher Farkas		Gretchen Saunders
Deputy Superintendent, Operations (813) 272-4004		Chief Business Officer (813) 272-4270
		B 6.04
Hillsborough County Public Schools (Florida) * Mtg.#20190312_919 (Board Meeting) * Section B Item# 6.04