Business Services Action Item

DATE:	Tuesday, March 12, 2019
TO:	School Board Members
FROM:	Jeff Eakins, Superintendent
SUBJECT / RECOMMENDATIONS
Approve the Increase in Expenditures for the Piggyback of the Agreement Between Communications International, Inc., and the Hillsborough County Sheriff’s Office (HCSO), Request for Proposal (RFP) #26-10 800 MHz Communications System (Business Services Division)
EXECUTIVE SUMMARY
On October, 28, 2014, the Board approved the piggyback of the agreement between Communications International, Inc., and HCSO for the purchase of receivers and mobile 800 MHz radios for the Security Department. The HCSO agreement currently expires January 24, 2020. There is 1 one-year renewal remaining. This agenda item approves the increase in expenditures, through the HCSO agreement, to identify and address district facilities that need two-way radio communications enhancement systems to help ensure the safety of building occupants and first responders by extending the coverage of the public safety radio systems, managed by HCSO, to the interior areas of the building.  The coverage is increased through the use of special bi-directional amplifiers (BDAs) and a network of indoor antennas strategically located to provide reliable public safety radio system coverage throughout the interior of a building.  Each BDA is a custom-designed solution. Variables such as building materials, weak signal spots, and signal interference create specific challenges. This agenda item will ensure radio frequency (RF) coverage levels for each district building meet or exceed those required by NFPA 72, National Fire Alarm and Signaling Code, 2013 Edition, as amended.  The contract will specifically be used to provide licensed staff from Communications International, Inc., to test RF signal strength, conduct system planning and design, install and support BDAs, and Distributed Antenna Systems within district facilities where needed.  The original contract piggyback is used to acquire hand held public safety radios and provide maintenance on the radios. This agenda approves the sections on the HCSO contract necessary to expand emergency signal coverage within district sites. Contract Sections include: Part D-8 Professional Services for Support, Part D-10 Equipment and Accessories, and Part D-11 Other Services, Options, Accessories. As inspections are completed, more contract sections may become necessary to implement the solution. 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
• Demonstrate "best practices" in all aspects of safety: student, employee, visitor, facility, transportation, and health • Construct and maintain facilities that create an environment conducive to teaching and learning
FINANCIAL IMPACT (Budgeted:  Yes)
Funds for this project will be allocated in fund 392. Permission to spend up to $3,000,000 is being sought to address any existing coverage issues. This estimated amount represents an average of $25,000 at 120 of our schools. The actual spend will be determined after every facility is inspected for signal strength and any required equipment needed to enhance coverage is identified and priced.
EVALUATION
Contract administration or evaluation is performed by the Project Manager (end user) and the Procurement Officer, who function as a team. Reviews are conducted face to face, typically quarterly, or by utilizing an online vendor performance report.
SUBMITTED BY:  Corey A. Murphy, General Manager, Procurement Services Rick Laneau, General Manager, Information Technology John Newman, Chief, Security and Emergency Management

Christopher Farkas		Gretchen Saunders
Deputy Superintendent, Operations 813-272-4004		Chief Business Officer (813) 272-4270
		B 6.06
Hillsborough County Public Schools (Florida) * Mtg.#20190312_919 (Board Meeting) * Section B Item# 6.06