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Action Item
DATE: Tuesday, May 7, 2013
TO: School Board Members
FROM: MaryEllen Elia, Superintendent
SUBJECT / RECOMMENDATIONS
Accept the Proposal from S.A.I., Inc. - Request For Proposal (RFP) #13024-Fire Alarm System (Non-Proprietary) Maintenance and Repair (Business Division)
EXECUTIVE SUMMARY
On March 18, 2013, the Procurement Department, in conjunction with the Communications and Electronics Department, issued an RFP for non-proprietary fire alarm system maintenance and repair.  Six firms responded and a committee of district personnel evaluated proposals.  After presentations and questions, the committee recommended awarding to the top-ranked firm.

The purpose of this RFP was to establish the prescribed service levels with an emphasis on technical qualifications and certifications.  Services shall include the maintenance, repair, or modification of existing non-proprietary fire alarm systems throughout the district.  

The initial term of this contract will be for two years and one month, 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)
Year-to-date expenditures are $80,527 for 2012/2013, and $70,800 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 6.07
Hillsborough County Public Schools (Florida) * Mtg.#20130507_561 (Board Meeting) * Section A Item# 6.07