B6.12 - Approve the Lowest Responsive, Responsible Bid Submitted by Beynon Sports Surfaces, Inc. - Invitation to Bid (ITB) #20152-MST-IV Synthetic Rubber Track Surfaces and Related Services (Operations Division)

On August 28, 2020, Procurement Services, in conjunction with Sites and Utilities, issued an ITB for the repair and replacement of synthetic rubber track surfaces and related services, as needed throughout the school district. The manager of the Sites and Utilities department has reviewed and approved this recommendation.

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 renewed by the Superintendent, per the terms of the specifications.

The District expects vendors to provide services to repair and replace synthetic rubber tracks at our school sites.

Previous contracts for Synthetic Track Surfaces and Related Surfaces have been approved by the Board and successfully implemented during previous years.

Upon approval, we require the vendor to provide the necessary services according to the terms and conditions listed in the agreement. The awarded vendor on this bid is:

Beynon Sports Surfaces, Inc.

* Demonstrate "best practices" in all aspects of safety: student, employee, visitor, facility, transportation, and health

* Construct and maintain facilities that create an environment conducive to teaching and learning

* Establish a strong foundation of financial stewardship

* Continuously improve processes and systems

Award ITB #20152-MST-IV Synthetic Rubber Tracks and Related Services.

Corey A. Murphy, General Manager, Procurement Services, corey.murphy@hcps.net, (813) 272-4373
Christopher Farkas, Chief of Operations, christopher.farkas@hcps.net, (813) 272-4004

Funds in the amount of $300,000 will be available in the Track Maintenance and Repair budget.  For tracking purposes, the project number specific to this agenda item is 8045.

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 vendor 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.