Business Services Action Item

DATE:	Tuesday, August 20, 2019
TO:	School Board Members
FROM:	Jeff Eakins, Superintendent
SUBJECT / RECOMMENDATIONS
Accept all Replies Submitted by Multiple Vendors - Invitation To Negotiate (ITN) #19104-MST-CK Fire Alarm System (Non-Proprietary and Proprietary) Maintenance and Repair (Business Services Division)
EXECUTIVE SUMMARY
On May 28, 2019, Procurement Services, in conjunction with the Communications and Electronics Department, issued an ITN for Fire Alarm Systems (Proprietary and Non-Proprietary) Maintenance and Repair. The purpose of this ITN was to identify and directly negotiate with the Proprietary and Non-Proprietary vendors to establish prescribed service levels with an emphasis on technical certification from the manufacturer. Services shall include the maintenance and repair or modification of existing Proprietary and Non-Proprietary fire alarm systems throughout the district. Four firms responded as manufacturer approved Proprietary and Non-Proprietary system providers. A committee of district personnel evaluated the proposals and the committee recommended awarding to the following firms: Alarm & Communications, Becker Communications, Commercial Fire and Communications, and SAI Inc. The initial term of this contract will be for a 3-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 $700,000 will be available in the Communications and Electronics Department budget. For tracking purposes, the project number specific to this agenda item is 8016. As of July 10, 2019 the remaining balance less encumbrances for this line item equaled $700,000.
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 6.16
Hillsborough County Public Schools (Florida) * Mtg.#20190820_929 (Board Meeting) * Section B Item# 6.16