Business Services Action Item

DATE:	Tuesday, July 16, 2019
TO:	School Board Members
FROM:	Jeff Eakins, Superintendent
SUBJECT / RECOMMENDATIONS
Accept all Proposals Submitted by Multiple Vendors - Invitation To Negotiate (ITN) #19073-MST-IV HVAC Systems and Repair (Business Services Division) (Revised Attachment)
EXECUTIVE SUMMARY
On May 17, 2019, the Procurement Services Team, in conjunction with the Air Conditioning and Energy Management Department, issued an ITN for heating, ventilation, and air-conditioning (HVAC) systems and repair. Nine responsive firms responded and a committee of district personnel evaluated their proposals. After reviewing each proposal, the committee recommended awarding to all nine firms. The purpose of this ITN was to establish the best service levels with an emphasis on technical qualifications and ability to respond quickly and efficiently. The ITN allows the awarded contractors the opportunity to provide HVAC replacement and/or repair services, to any/all district equipment to which they are best qualified. Contractors with higher capacity will be leveraged to provide services on a district wide basis, with an emphasis on Original Equipment Manufacturers (OEM) being called upon to repair equipment they routinely service and sell. Services include the repair of chillers, cooling towers, heat exchangers, DX HVAC units, air-handling units, return air fans, and HVAC control systems. Vendors will use factory OEM parts while performing services on factory-warranted equipment. The district may bid projects exceeding $5,000 among all the ITN respondents to ensure optimal value. The initial term 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
• Establish a strong foundation of financial stewardship • 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 $3,000,000 will be available in Millage, Fund 380. For tracking purposes, the project number specific to this agenda item is 8062. It is anticipated that spending for this contract will start in late July, 2019, with funds from fiscal year 2019/2020.
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 6.06R
Hillsborough County Public Schools (Florida) * Mtg.#20190716_927 (Board Meeting) * Section B Item# 6.06R