Action Item
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Business
Action Item |
| DATE: | Tuesday, April 29, 2014 |
| TO: | School Board Members |
| FROM: | MaryEllen Elia, Superintendent |
| SUBJECT / RECOMMENDATIONS | |
| Accept the Lowest and Best Bids Submitted by Various Vendors – Invitation to Bid (ITB) #13148-MST HVAC Direct Digital (Business Division) | |
| EXECUTIVE SUMMARY | |
This bid was prepared at the request of the Heating Ventilation and Air Conditioning (HVAC) and Energy Management Services Department to establish fixed pricing for the purchase, installation, maintenance, and repair of proprietary direct digital control units for heating, ventilation, and air-conditioning systems. The Procurement Department entered into direct negotiations with individual responding vendors, as each vendor is the sole-service provider for its respective proprietary systems. All vendors are to be awarded. This recommendation has been reviewed by the HVAC and Energy Management Services Department Manager. The initial term of this contract shall be for a one-year period beginning April 30, 2014, 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. In accordance with the Florida Department of Education, Purchasing Policy 6A-1.012(12)(c), if less than two responsive proposals for commodity or contractual services are received, the district school board may negotiate on the best terms and conditions. |
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| 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 $347,174 for 2013/2014, and $510,820 for 2012/2013. Direct negotiation with the proprietary vendors resulted in a cost avoidance of $23,000 from the originally submitted prices. | |
| 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 | |
| Christopher Farkas | Gretchen Saunders | |
| Chief Facilities Officer (813) 272-4004 |
Chief Business Officer (813) 272-4270 |
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| A 6.16 | ||
| Hillsborough County Public Schools (Florida) * Mtg.#20140429_631 (Board Meeting) * Section A Item# 6.16 | ||