HCPS FL Logo Business Services
Action Item
DATE: Tuesday, December 6, 2016
TO: School Board Members
FROM: Jeff Eakins, Superintendent
Accept the Lowest Responsive, Responsible Bids Submitted by Various Vendors - Invitation to Bid (ITB) #16111-MST Soil, Sand, Asphalt, and Miscellaneous Materials (Business Services Division)
On October 12, 2016, Procurement Services, in conjunction with the Sites and Utilities Department, issued an ITB to establish fixed pricing for the purchase of various soils, fill materials, sand, and clay for use throughout the district.  This recommendation has been reviewed by the manager of the Sites and Utilities Department.

The initial term of this contract will be from December 7, 2016 through December 6, 2017, with 1-year renewals for 4 years. 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 annually and may be renewed by the Superintendent.

• Establish a strong foundation of financial stewardship
Funds in the amount of $118,000 are available in the General Fund Reserve for inventory purchases. Product is initially purchased from object 1150 and placed into Sites and Utilities inventory. As product is needed districtwide, the product and expense are both transferred to the using site. As of Tuesday, November 8, 2016, the remaining balance less encumbrances for this line item equaled $2,931,678.71.
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 Operating Officer
Gretchen Saunders   Dr. Alberto Vázquez
Chief Business Officer
(813) 272- 4270
  Chief of Staff
(813) 272-4986
    C 6.11
Hillsborough County Public Schools (Florida) * Mtg.#20161206_769 (Board Meeting) * Section C Item# 6.11