Accept the Lowest and Best Bid Submitted by Florida Pipe-Lining, LLC - Invitation to Bid (ITB) #12003-MST Epoxy Plumbing Services (Business Division)

This ITB was prepared at the request of the Facilities Maintenance Support Department to establish a firm-fixed price for the epoxy plumbing services, a process of coating the internal walls of existing plumbing to include copper and galvanized pipes.  The epoxy coating seals leaks, protects the potable water supply from metal erosion, and alleviates re-piping of the current systems.  A trial application performed at King High School in August 2011, was successful.  Sites throughout the district would benefit from this application.  This service is to be used on an as-needed basis to be determined by the Facilities Maintenance Support Department.

Award of this contract shall be to the lowest responsive, responsible bidder.  The Facilities Maintenance Support Department has reviewed this recommendation.  The initial term of this contract will be for a one-year period beginning March 28, 2012, 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.

Department of Education Rule 6A-1.012 purchasing policies allow negotiations for the best terms and conditions when less than two responsive proposals are received.  Through negotiation with the responding vendor, the labor rates were reduced from $80 per hour to $70 per hour for standard labor and from $120 per hour to $80 per hour for overtime labor.  Expenditures for the next year are estimated to be approximately $65,000.

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.