Action Item
|
Business
Action Item |
| DATE: | Tuesday, May 17, 2011 |
| TO: | School Board Members |
| FROM: | MaryEllen Elia, Superintendent |
| SUBJECT / RECOMMENDATIONS | |
| Renew the Existing Bid Submitted by Various Vendors - Request for Proposal (RFP) #8210-MST Full Service Major HVAC Equipment Maintenance and Repair (Business Division) | |
| EXECUTIVE SUMMARY | |
| On February 2, 2009, the Procurement Department, in conjunction with the Maintenance Department, issued an RFP for the maintenance and repair of full service major HVAC (heating, ventilating, and air conditioning) equipment. The five suppliers awarded are Factory Authorized Service Agents, by manufacturer, for proprietary maintenance and repair of systems in the Air Conditioning and Energy Management Services Department. Maintenance and repair consist of all chilled and condenser water pumps, associated motors, electrical wiring, and piping of HVAC equipment. Preventative maintenance was performed at all the sites. Many of the sites required service or repair within the last year. Nine sites required major repairs for catastrophic failure.
The initial term for this award was from June 10, 2009 to June 9, 2011, with four additional one-year renewal options, negotiable yearly. The suppliers have agreed to renew for the period beginning June 10, 2011, and ending June 9, 2012, with prices, terms, and conditions to remain unchanged. The Superintendent is authorized to approve the renewal agreement for the term of the specifications. |
|
| STRATEGIC OBJECTIVES | |
| • Align financial resources to support the district’s strategic goals | |
| FINANCIAL IMPACT (Budgeted: Yes) | |
| The estimated annual contract total is between $1,450,000 and $1,500,000. The funding sources may include Millage and Public Education Capital Outlay (PECO). | |
| 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: Mina Kaeding, Senior Procurement Officer, Procurement Department | |
| Cathy Valdes | Gretchen Saunders | |
| Chief Facilities Officer (813) 272-4004 |
Chief Business Officer (813) 272-4270 |
|
| A 5.30 | ||
| Hillsborough County Public Schools (Florida) * Mtg.#20110517_459 (Board Meeting) * Section A Item# 5.30 | ||