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Action Item
DATE: Tuesday, July 29, 2014
TO: School Board Members
FROM: MaryEllen Elia, Superintendent
SUBJECT / RECOMMENDATIONS
Accept the Proposals Submitted by Various Vendors – Request for Proposal (RFP) #14032-MST HVAC Air Filters Full Service Vendor (Business Division)
EXECUTIVE SUMMARY
On May 28, 2014, the Procurement Department, in conjunction with the Air Conditioning and Energy Management Services Department, issued a Request for Proposal (RFP) for qualified firms to provide all air filter materials, equipment, testing, training, technical, and consulting services, as necessary for the proper maintenance of air filtration systems.

Five firms responded and a committee consisting of various Maintenance Department representatives and advisors discussed the proposals, and recommended awarding to the two top-ranked firms, Kleen Air Research, and Pure Air Sales and Service. 

The initial term of the contract is one year from the date of award. This contract may be renewed for four additional one-year periods, provided all terms and conditions remain unchanged and in full force and effect. The Superintendent is authorized to approve any renewal 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 were $975,445 in 2013/2014, and $969,991 in 2012/2013.
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
    A 6.02
Hillsborough County Public Schools (Florida) * Mtg.#20140729_637 (Board Meeting) * Section A Item# 6.02