HCPS FL Logo Business
Action Item
DATE: Tuesday, November 8, 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) # 11120-MST Turf Grass and Landscape Maintenance (Business Division)

EXECUTIVE SUMMARY
This ITB was prepared at the request of the Sites and Utilities Department to establish fixed pricing for ground maintenance. Ground maintenance includes mowing, edging, pruning, and weeding at various schools and sites throughout the district. To encourage small business participation, the district was divided into 14 zones totaling 51 district sites. The Sites and Utilities Department anticipates 38 cuts/grounds maintenance jobs per site per year, based on once every seven days during heavy growing season from May 1 to October 1, and every other week from October 1 to May 1.  

Award of this contract shall be to the lowest responsive, responsible bidders, per zone. The Sites and Utilities Department Manager has reviewed this recommendation. 

The initial term of this contract will be for a one-year period beginning November 19, 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 $464,430 for 2010/2011, and $351,726 for 2009/2010. There were five high schools added in 2010/2011, which accounts for the substantial increase in cost that year.
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 5.13
Hillsborough County Public Schools (Florida) * Mtg.#20111108_507 (Board Meeting) * Section A Item# 5.13