Business Services Action Item

DATE:	Tuesday, May 7, 2019
TO:	School Board Members
FROM:	Jeff Eakins, Superintendent
SUBJECT / RECOMMENDATIONS
Accept the Lowest Responsive, Responsible Bid Submitted by Multiple Vendors - Invitation to Bid (ITB) #19046-MST-BJH Lawn Equipment Inventory Parts (Business Services Division)
EXECUTIVE SUMMARY
On March 28, 2019, Procurement Services, in conjunction with the Sites and Utilities Department, issued an ITB for lawn equipment parts such as filters, belts, spark plugs, and replacement lawn mower blades as needed, districtwide. The items shall be awarded to the overall lowest responsive, responsible bidder in each category, as specified in the bid. This recommendation has been reviewed by the Facilities Maintenance Support Manager. The award of this contract will 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.
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 in the amount of $65,000 are available in the General Fund Reserve for inventory purchases. Product is initially purchased from object 1150 and placed into Sites and Utilities inventory. As product is needed districtwide, the product and expense are both transferred to the using site. As of April 15, 2019, the remaining balance less encumbrances for this line item equaled $2,961,095.19.
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 of Operations (813) 272-4004		Chief Business Officer (813) 272-4270
		B 6.34
Hillsborough County Public Schools (Florida) * Mtg.#20190507_923 (Board Meeting followed by Public Hearing) * Section B Item# 6.34