Hillsborough County Public Schools Business
Action Item

DATE: Tuesday, July 20, 2010
TO: School Board Members
FROM: MaryEllen Elia, Superintendent

SUBJECT / RECOMMENDATIONS

Accept the Lowest and Best Proposal Submitted by ThyssenKrupp Elevator Corporation. – Request for Proposal (RFP) #10036-MST Elevator Preventive Maintenance and Repair (Business Division)

EXECUTIVE SUMMARY

On March 22, 2010, the Procurement Department, in conjunction with the Facilities Maintenance Support Department, issued a Request for Proposal (RFP) for qualified firms to provide elevator preventive maintenance and repair. The initial term of the contract is for one year from August 25, 2010. This contract may be renewed by the superintendent for four additional one-year periods, provided all terms and conditions remain unchanged and in full force and effect. The following factors were considered when evaluating proposals: specialized experience in elevator maintenance services, familiarity with the types of problems associated with the work, utilization of small businesses, demonstrated commitment to quality, and cost effectiveness of service.

Proposals were accepted on May 4, 2010. The district utilizes two online vendor registration systems to notify potential bidders of opportunities. Through these systems, four firms responded (Attachment A). The evaluation process included a committee of district-level personnel (Attachment B). On May 12, 2010, the committee evaluated the proposals based on stated RFP criteria in Phases I and II. The evaluation committee selected four firms to move to future phases (Attachment C). The four vendors were evaluated at the committee meeting on May 19, 2010 (Attachment D). Upon completion of all phases of the RFP, the committee reviewed key points as a group, individually rated each firm for final compilation and ranking (Attachment D), and recommended ThyssenKrupp Elevator Corporation for the award (Attachment E).

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 $198,420 a year are appropriated in the Facilities Maintenance Support budget to provide elevator preventive maintenance and repair. Procurement staff negotiated a $26,729 reduction in annual cost.

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 5.24
Hillsborough County Public Schools (Florida) * Mtg.#20100720_415 * Section A Item# 5.24