HCPS FL Logo Business
Action Item
DATE: Monday, July 18, 2011
TO: School Board Members
FROM: MaryEllen Elia, Superintendent
SUBJECT / RECOMMENDATIONS
Accept the Lowest and Best Bid Submitted by Various Vendors - Invitation to Bid (ITB) #11087-MST Soils, Dirt, Fill, Planting Material, and Sand (Business Division)
EXECUTIVE SUMMARY
This ITB was prepared at the request of the Sites and Utilities Department to establish fixed pricing for the purchase of top soil, peat, clean fill dirt, crushed asphalt, bank run shell, and crushed concrete for use throughout the district.

Award of this contract shall be to the lowest responsive, responsible bidder.  The Sites and Utilities Department Manager has reviewed this recommendation.  The initial term of this contract will be for a one-year period beginning August 5, 2011, with four one-year renewals.  All prices offered are firm against any increase for at least one year from the effective date.  This contract may be renewed by the Superintendent 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 $74,386 for 2010/2011, and $67,060 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 5.25
Hillsborough County Public Schools (Florida) * Mtg.#20110718_467 (Board Meeting) * Section A Item# 5.25