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Action Item
DATE: Tuesday, May 16, 2017
TO: School Board Members
FROM: Jeff Eakins, Superintendent
Accept the Lowest Responsive, Responsible Bid Submitted by Simpson Environmental Services, Inc. - Invitation to Bid (ITB) #16144-MST HVAC Coil Cleaning (Business Services Division)
On January 10, 2017, Procurement Services, in conjunction with HVAC & Energy Management Services, issued an ITB for HVAC coil, cooling tower, and duct cleaning services on an as needed basis at various sites throughout the district.

This recommendation has been reviewed by the HVAC & Energy Management Services Manager.

The initial term of this agreement shall be for a one-year period, with four one-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.

• Establish a strong foundation of financial stewardship
Funds in the amount of $85,000.00 will be available in the HVAC & Energy Management Services Department budget. For tracking purposes, the project number specific to this agenda item is 8062. As of Friday, March 24, 2017, the remaining balance less encumbrances for this line item equaled $5,587.00. Funds needed for the remainder of the contract will be allocated in the 2017/2018 fiscal year budget.  If funds are needed that will exceed the amount remaining prior to June 30, 2017, the department will transfer funds from other accounts that are tracking under budget or delay purchases until the next fiscal year.
Contract administration or evaluation is performed by the Project Manager (end user) and Procurement Officer, who function as a team. This contract will be monitored to assure adherence to the terms and specifications. 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
  Chief of Staff
(813) 272-4986
    C 6.09
Hillsborough County Public Schools (Florida) * Mtg.#20170516_813 (Board Meeting) * Section C Item# 6.09