HCPS FL Logo Business Services
Action Item
DATE: Tuesday, October 4, 2016
TO: School Board Members
FROM: Jeff Eakins, Superintendent
SUBJECT / RECOMMENDATIONS
Accept the Highest Ranked Proposal from GSA Security, Inc. - Request For Proposal (RFP) #16091-MST Camera and Access Control Systems (Installation, Maintenance, Repair, and Modification) (Business Services Division)
EXECUTIVE SUMMARY
On July 18, 2016, the Procurement Department, in conjunction with the Communications and Electronics Department, issued an RFP for installation, maintenance, repair, and modification of existing security cameras and access control systems, as well as the installation of new equipment at various district sites.  Two firms were responsive and a committee of district personnel evaluated their proposals.  The committee recommended awarding to GSA Security, Inc.

The purpose of this RFP was to establish the best service levels with an emphasis on technical qualifications, demonstrable design, installation training with certifications, and the ability to respond quickly and efficiently.  The number of security cameras and access control systems has grown to 196 sites throughout the district.  There are currently 1,005 security cameras and an additional 129 cameras with associated access control systems.   Placement and maintenance of these cameras and systems help to insure the security of our students, staff, and property.

The initial term of this contract will be for one year beginning October 5, 2016, with four one-year renewals.  All prices offered are firm against any increase for at least one year from the effective date.  The Superintendent is authorized to approve renewal agreements, per the terms of the specifications.  There is a 30 day termination for convenience clause included in this contract.
STRATEGIC OBJECTIVES
• Establish a strong foundation of financial stewardship
FINANCIAL IMPACT (Budgeted:  Yes)
Funds in the amount of $100,486.75 will be available in 1.5 Mills Capital Outlay. For tracking purposes, the project numbers specific to this agenda item 8081 and 8082.  As of 09/08/2016, the remaining balances less encumbrances for this line item equaled $67,196.00 and $72,321.00 respectively.
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.  Prior to soliciting a new contract, the Contract Administration team must first give consideration to the specifications and supporting data of the expiring contract.
SUBMITTED BY:  Corey A. Murphy, General Manager, Procurement Services
Christopher Farkas, Chief Operations Officer
Gretchen Saunders   Dr. Alberto Vázquez
Chief Business Officer
(813) 272-4270		   Chief of Staff
(813) 272-4986
    C 6.16
Hillsborough County Public Schools (Florida) * Mtg.#20161004_766 (Board Meeting) * Section C Item# 6.16