Business Services Action Item

DATE:	Tuesday, May 16, 2017
TO:	School Board Members
FROM:	Jeff Eakins, Superintendent
SUBJECT / RECOMMENDATIONS
Accept the Select Maintenance Agreement with Tampa Bay Trane for Heating, Ventilating, and Air Conditioning (HVAC) Maintenance at Sulphur Springs K-8 Community and Lamb Elementary Schools (Business Services Division)
EXECUTIVE SUMMARY
On March 10, 2009, the Board approved the purchase of Trane air-cooled chillers.  Equipment specifications were developed by approved engineers; chillers were selected and purchased based on total life-cycle costs.  This maintenance agreement provides periodic maintenance inspections and a comprehensive annual inspection of each of the Trane air-cooled water chillers for Sulphur Springs K-8 Community and Lamb Elementary Schools.  This agreement ensures adherence to the extended factory warranty.  There is a 30-day termination for convenience clause included in this agreement.
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 $5,122.43 will be available in the Air Conditioning & Energy Management Services Department budget for the first 12 months of the contract.  The total cost over 10 years will be $53,171.15.  For tracking purposes, the project number specific to this agenda item is 8074.  As of Tuesday, April 26, 2017, the remaining balance less encumbrances for this line item equaled $40,840.46.
EVALUATION
Contract administration or evaluation is performed by the Project Manager (end user) and Procurement Officer, who function as a team. Reviews are conducted face to face, typically quarterly, 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.#20170516_813 (Board Meeting) * Section C Item# 6.11