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Action Item
DATE: Monday, July 18, 2011
TO: School Board Members
FROM: MaryEllen Elia, Superintendent
SUBJECT / RECOMMENDATIONS
Accept the Highest Ranked Proposals Submitted by Various Vendors - Request For Proposal (RFP) #11077-HVAC Systems/Equipment (Service, Repair, Replace, or Install) (Business Division)
EXECUTIVE SUMMARY
On May 25, 2011, the Procurement Department, in conjunction with the HVAC and Energy Management Department, issued an RFP for Heating, Ventilation, and Air Conditioning (HVAC) Systems/Equipment (service, repair, replace, or install). Ten firms responded and a committee of district personnel evaluated their proposals.  After presentations and questions, which narrowed the field, the committee recommended awarding to the top six ranked firms.

The purpose of this RFP was to establish the best service levels with an emphasis on technical qualifications and ability to respond quickly and efficiently. The RFP allows the district to award based on six areas throughout the county to enable vendors to efficiently handle their assigned areas. It is easier to maintain 30 schools, as opposed to all schools and sites districtwide.  Included are repairs of chillers, cooling towers, heat exchangers, air-handling units, return air fans, and HVAC control systems. Vendors shall use factory Original Equipment Manufacturer parts, while performing services on factory warranted equipment. The end user may bid projects, exceeding $5,000, among all the RFP respondents to ensure optimal value.   

The initial term of this contract will be for one year, with four, one-year renewals. All prices offered are firm against any increase for at least one year from the effective date. The Superintendent is authorized to approve any extension agreements, per the terms of the specifications.

STRATEGIC OBJECTIVES
• Align financial resources to support the district’s strategic goals • Demonstrate best financial practices
FINANCIAL IMPACT (Budgeted:  Yes)
Expenditures were $1,156,002 for 2009/2010, and $1,157,959 for 2010/2011.
EVALUATION
Contract administration or evaluation is performed by the Project Manager (end user) and the 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 5.11
Hillsborough County Public Schools (Florida) * Mtg.#20110718_467 (Board Meeting) * Section A Item# 5.11