Hillsborough County Public Schools Business
Action Item

DATE: Tuesday, June 15, 2010
TO: School Board Members
FROM: MaryEllen Elia, Superintendent

SUBJECT / RECOMMENDATIONS

Accept the Lowest and Best Bid Submitted by Various Vendors - Invitation to Bid (ITB) #10038-MST Tree Service (Business Division)

EXECUTIVE SUMMARY

This bid was prepared at the request of the Sites and Utilities Department to establish fixed pricing for tree service. In an attempt to provide additional bidding opportunities for vendors and coverage for the district, award of this contract shall be to the three lowest bidders who will service each of our maintenance areas (Maintenance East, Maintenance West and Maintenance Central). They have been assigned to an area as follows: Blades of Green, Maintenance East; Ameri-Pride, Inc., Maintenance West; and Core Services, LLC, Maintenance Central. This bid was structured to obtain pricing based on specific estimated quantities, which allowed us to make a clear, accurate comparison of the bids received and may not be the actual quantity of work to be performed by each vendor or represent the total annual district estimated quantities. This price comparison allowed us to identify the three lowest responsive, responsible bidders. This recommendation has been reviewed by the Manager of Sites and Utilities. A more detailed review of specifications can be obtained by contacting the Procurement Department.

This contract may be renewed for four additional one-year periods provided all terms and conditions remain unchanged and in full force and effect. This option to renew requires the mutual agreement of both parties. Refusal by either party to exercise this option to renew will require this contract to expire on the original or mutually agreed date. The Superintendent is authorized to approve the renewal agreement, per the terms of the specifications.

ANNUAL DISTRICT GOAL(S) AND CRITICAL SUCCESS FACTOR(S)

* Align financial resources to support the district’s strategic goals, * Demonstrate best financial practices

FINANCIAL IMPACT (Budgeted: Yes)

Funds of approximately $250,000 will be available in the Sites and Utilities Department budget, as needed.

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: Jean R. Bowman, General Manager, Procurement Department

Cathy Valdes
Chief Facilities Officer
(813) 272-4004
Gretchen Saunders
Chief Business Officer
(813) 272-4270
A 5.19
Hillsborough County Public Schools (Florida) * Mtg.#20100615_402 * Section A Item# 5.19