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Action Item
DATE: Tuesday, February 22, 2011
TO: School Board Members
FROM: MaryEllen Elia, Superintendent
SUBJECT / RECOMMENDATIONS
Renew the Existing Bids Submitted by Various Vendors - Invitation to Bid (ITB) #8112-MST HVAC Systems/Equipment, Service/Repair, Maintenance/Replace or Installation (Business Division)
EXECUTIVE SUMMARY
This ITB covers such HVAC units as roof-top air conditioners, air handlers, wall hung units, and complete HVAC cooling systems. 

On January 15, 2009, the Procurement Department, in conjunction  with the Air Conditioning Services Department, issued an Invitation to Bid for district HVAC Systems/Equipment, Service/Repair, Maintenance/Replace or Installation.  The initial term for this award was from February 25, 2009 through February 24, 2010, with four additional one-year renewal options, negotiable yearly.

All five suppliers have agreed to renew for a six month period beginning February 25, 2011, and ending July 24, 2011, providing time for the HVAC and Energy Management Services Department to examine specifications.  Negotiated rates allow for an increase.  One vendor requested and was granted an increase of 21%; the remaining four vendors terms will remain the same.

STRATEGIC OBJECTIVES
•Â Align financial resources to support the district’s strategic goals
FINANCIAL IMPACT (Budgeted:  Yes)
These services are included in the Facilities Maintenance Department budget for HVAC in an amount not to exceed $700,000.
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 existing contract.
SUBMITTED BY:  Mina Kaeding, Senior Procurement Officer, Procurement Department
Cathy Valdes   Gretchen Saunders
Chief Facilities Officer
(813) 242-4004
  Chief Business Officer
(813) 272-4270
    A 5.08
Hillsborough County Public Schools (Florida) * Mtg.#20110222_454 (Board Meeting) * Section A Item# 5.08