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Action Item
DATE: Tuesday, January 15, 2013
TO: School Board Members
FROM: MaryEllen Elia, Superintendent
SUBJECT / RECOMMENDATIONS
Accept the Lowest and Best Bids Submitted by Aquasure and Premier Water – Invitation to Bid (ITB) #12189-MST Water Treatment Services (Business Division)
EXECUTIVE SUMMARY
On November 6, 2012, the Procurement Department, in conjunction with the HVAC and Energy Management Department, issued an ITB to establish a firm-fixed price to provide water treatment services for Heating, Ventilation, and Air Conditioning (HVAC) chiller systems districtwide.  To encourage small business participation, the district was divided into three areas.  Services provided under this contract will include preventive maintenance, water treatment services, chemicals, materials, equipment, testing, training, and technical and consulting activities necessary for the proper treatment of industrial cooling and chilled water systems.

Award of this contract shall be to the lowest responsive, responsible bidders.  The HVAC and Energy Management Department Manager has reviewed this recommendation.

The initial term of this contract will be for a one-year period beginning January 16, 2013, 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 to date are $100,345 for 2012/2013, and $285,487 for 2011/2012.
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 5.13
Hillsborough County Public Schools (Florida) * Mtg.#20130115_550 (Board Meeting) * Section A Item# 5.13