Accept the Proposal Submitted by Various Contractors - Request for Proposal (RFP) #5017-MST Professional Water Treatment Contractor(s) (Business Division)

On August 17, 2007, the Procurement Department in conjunction with the Air Conditioning and Energy Management Services Department issued a Request for Proposal (RFP) for Professional Water Treatment Contractor(s). To evaluate this RFP, firms were asked to provide their scope of services, qualifications, experience, fees, small business utilization, and references. Proposals were due on September 25, 2007. The District utilizes an online vendor registration system to notify potential bidders of opportunities. Through this system, four firms responded (Attachment A). The evaluation process included a committee of district-level personnel (Attachment B). The committee evaluated the proposals based on RFP criteria during Phase I on October 10, 2007 (Attachment C). The evaluation committee selected a short list of three firms to move to future phases. The committee met on October 30, 2007, to evaluate oral presentations and review references. After all phases were completed, the committee reviewed key points as a group and individually rated each firm for final compilation and ranking (Attachment D). The committee recommended Aquatech of Florida, Inc. as the provider for the East District and R2J Chemical Services, Inc. as the provider for the West District. Aquatech of Florida, Inc. is registered with Hillsborough County Public Schools Office of Supplier Diversity as a SBE/WMBE. The initial term of the contract shall be for a three year period with an effective date of November 20, 2007.

As stated in OPPAGA report: “Efficient purchasing and warehousing require that management processes be in place to ensure that supplies, equipment, and services vital to the school’s education mission are purchased from a competitive source, in the right quantity, delivered timely to the correct location, and stored in a secure location."

Funds of approximately $190,800 for 2007/2008 are available in the Air Conditioning Maintenance Department Budget for the purchase of balancing, testing, and commissioning of heating, ventilating, and air conditioning systems services. The recommendation represents a cost savings of approximately $108,000 per year.

Contract administration or evaluation is performed by the Project Manager and Senior 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.