Hillsborough County Public Schools Business
Action Item

DATE: Tuesday, February 24, 2009
TO: School Board Members
FROM: MaryEllen Elia, Superintendent

SUBJECT / RECOMMENDATIONS

Accept the Overall Lowest and Best Bid Submitted by Various Vendors - Invitation to Bid (ITB) #8112-MST HVAC Systems/Equipment, Service/Repair, Maintenance/Replace or Install (Business Division)

EXECUTIVE SUMMARY

This bid was prepared at the request of the Air Conditioning Services Department to establish fixed pricing for HVAC systems/equipment, service/repair, maintenance/replace, or install. Award of this contract shall be to the lowest bidder for each line item and/or total for a group, as specified in the bid. Where quantities are indicated, the past twelve months usage was calculated for award. This recommendation has been reviewed by the Manager of Air Conditioning and Energy Management Services. A more detailed review of the specifications can be obtained by contacting the Procurement Department.

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 $1,400,000 will be available in the Facilities Maintenance Department budget for HVAC systems/equipment, service/repair, maintenance/replace or install.

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 5.26
Hillsborough County Public Schools (Florida) * Mtg.#20090224_344 * Section A Item# 5.26