Business Services Action Item

DATE:	Tuesday, March 10, 2020
TO:	School Board Members
FROM:	Jeff Eakins, Superintendent
SUBJECT / RECOMMENDATIONS
Approve the Lowest Responsive, Responsible Bid Submitted by Quality Building Controls - Invitation to Bid (ITB) #20020-MST-KJ Heating, Ventilation, and Air Conditioning (HVAC) Direct Digital Control Systems Service (Johnson Controls) (Business Services Division)
EXECUTIVE SUMMARY
On January 31, 2020, Procurement Services, in conjunction with the Air Conditioning & Energy Management Services Department, issued an ITB for HVAC Direct Digital Control System service for the Johnson Controls Inc. Metasys system. Direct Digital Controls systems are electronic devices and software that manage all air conditioning and ventilation controls throughout Hillsborough County Public Schools campuses which maintain district temperature and humidity set points.  The initial term of this agreement shall be for one year, 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 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 • Construct and maintain facilities that create an environment conducive to teaching and learning
FINANCIAL IMPACT (Budgeted:  Yes)
Funds in the amount of $500,000 will be available in the Air Conditioning & Energy Management Services budget.  For tracking purposes, the project number specific to this agenda item is 8014.  As of February 18, 2020, the remaining balance less encumbrances for this line item is equaled $200,000.  Funds needed for the remainder of the contract term will be allocated in the next fiscal year.
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 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, Operations (813) 272-4004		Chief Business Officer (813) 272-4270
		B 6.17
Hillsborough County Public Schools (Florida) * Mtg.#20200310_980 (Board Meeting) * Section B Item# 6.17