HCPS FL Logo Business Services
Action Item
DATE: Tuesday, July 19, 2016
TO: School Board Members
FROM: Jeff Eakins, Superintendent
SUBJECT / RECOMMENDATIONS
Accept the Highest-Ranked Proposals Submitted by Various Vendors - Request For Proposal (RFP) #16038-MST Water Treatment Services (Business Services Division)
EXECUTIVE SUMMARY
On May 5, 2016, the Procurement Department, in conjunction with the Heating, Ventilation, and Air Conditioning (HVAC) and Energy Management Services Department, issued an RFP to establish a firm-fixed price to provide water treatment services for HVAC chiller systems districtwide.  Services provided under this contract will include preventive maintenance, water treatment services, chemicals, materials, equipment, testing, training, and technical and consulting activities necessary for the proper treatment of industrial cooling and chilled water systems.  To encourage small business participation, the district was divided into three areas. 

Six proposals were received and evaluated by a committee of district personnel. The committee determined that three firms should be recommended for award. The initial term of this contract will be for 1 year, beginning July 20, 2016, with 1-year renewals for 4 years. All prices shall be firm against any increase for at least one year from the effective date of this contract. The HVAC and Energy Management Services Department Manager has reviewed this recommendation.  The Superintendent is authorized to approve any renewals, per the terms of the specifications.
STRATEGIC OBJECTIVES
• Establish a strong foundation of financial stewardship
FINANCIAL IMPACT (Budgeted:  Yes)
Expenditures for 2015/2016 are $177,408.82 and $136,163.00 for 2014/2015.  Funds in the amount of $233,332.00 will be budgeted in the 2016/2017 fiscal year HVAC department budget.  For tracking purposes, the project number specific to this agenda item is 8076.  
EVALUATION
Contract administration or evaluation is performed by the Project Manager (end user) and Procurement Officer, who function as a team. Reviews are performed annually 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 6.19
Hillsborough County Public Schools (Florida) * Mtg.#20160719_764 (Board Meeting) * Section C Item# 6.19