HCPS FL Logo Business Services
Action Item
DATE: Tuesday, January 14, 2020
TO: School Board Members
FROM: Jeff Eakins, Superintendent
SUBJECT / RECOMMENDATIONS
Accept the Lowest Responsive, Responsible Bids Submitted by Multiple Vendors - Invitation to Bid (ITB) #19217-MST-VT Mowing and Ground Maintenance Services (Zones 2B, 3C, and 8H) (Business Services Division)
EXECUTIVE SUMMARY
On December 9, 2014, the Board approved ITB #14117-­MST Mowing and Grounds Maintenance Service at 189 Hillsborough County Public Schools locations. The district was split into 13 geographically combined zones to improve efficiency and provide the best overall value. Each vendor was awarded one zone, as specified in the bid. Due to vendor default or non-­renewal, it was necessary to rebid zones, 2B, 3C, and 8H. This recommendation has been reviewed by the Sites and Utilities Department Manager. 

To synchronize renewal periods with the existing bid, the initial term of this contract will be from January 15, 2020, through December 19, 2020, with four 1-year renewals, subject to negotiations and mutual agreement.  All prices offered are firm against any increase for the initial term. There is a 30-day termination for convenience clause included in this contract. 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
FINANCIAL IMPACT (Budgeted:  Yes)
Funds in the amount of $236,718.75 will be available in the Sites and Utilities Department budget. For tracking purposes the project number specific to this agenda item is 8075. As of December 5, 2019, the remaining balance less encumbrances for this line item equaled $236,718.75. Additional funds for this project will be allocated in the 2020/2021 budget.
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 Department
Christopher Farkas   Gretchen Saunders
Deputy Superintendent, Operations
(813) 272-4004
  Chief Business Officer
(813) 272-4270
    B 6.10
Hillsborough County Public Schools (Florida) * Mtg.#20200114_977 (Board Meeting) * Section B Item# 6.10