HCPS FL Logo Business
Action Item
DATE: Tuesday, June 14, 2011
TO: School Board Members
FROM: MaryEllen Elia, Superintendent
SUBJECT / RECOMMENDATIONS

Accept the Lowest and Best Bid Submitted by CJ's Sales and Service of Ocala, Inc. - Invitation to Bid (ITB) #11003-MST Generators-Preventive Maintenance and Repair (Business Division)

EXECUTIVE SUMMARY

This bid was prepared  to establish fixed pricing to inspect, maintain, and repair generators at 60 sites districtwide.  This is to ensure that these facilities are prepared in the case of an emergency until normal conditions have been restored.  These 60 sites have been designated as Hillsborough County Emergency Shelter locations.  Award of this contract shall be to the lowest responsive and responsible bidder overall, as specified in the bid. This recommendation has been reviewed by the Manager of Facilities Maintenance Support. A more detailed review of the specifications can be obtained by contacting the Procurement Department.

The initial term of this contract will be for a one-year period, with four one-year renewals, subject to negotiations and mutual agreement.  The Superintendent is authorized to approve the renewal agreement, with all terms and conditions remaining unchanged.

STRATEGIC OBJECTIVES
• Align financial resources to support the district’s strategic goals • Demonstrate best financial practices
FINANCIAL IMPACT (Budgeted:  Yes)

The year-to-date contract total is $64,915 for 2010/2011, and $60,081 for 2009/2010.

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 Bowman, General Manager, Procurement Department
Cathy L. Valdes   Gretchen Saunders
Chief Facilities Officer
(813) 272-4004
  Chief Business Officer
(813) 272-4270
    A 5.45
Hillsborough County Public Schools (Florida) * Mtg.#20110614_461 (Board Meeting) * Section A Item# 5.45