04-08-2014 Regular School Board Meeting
Agenda Item #15


Title
Purchasing Bids, RFP's, RFQ's and Sales & Services Agreements

Discussion

The Office of Purchasing Services prepares and distributes invitations to bid, requests for proposals or qualifications, at the requests of schools and departments. Purchasing staff then tabulates, facilitates the review and selection, and prepares one of the following three recommendations:

    1. award to the lowest, responsive and responsible bidder or bidders.
    2. approval of selection committee ranking of firms and to contract with the top-ranked firm(s) or next ranked firm(s) if parties cannot reach agreement, or
    3. reject all submittals due to cost, non-compliance with specification, or other factors.

If the lowest bid is not recommended, justification must be provided by staff as to why the bidder(s) did not meet the definition of responsive and responsible within the solicitation.

Request for proposals or qualifications recommendations will be developed by a cross functional selection committee that evaluates proposals based on the criteria outlined in the solicitation document.

Attached are the summaries and/or recommendations for the approval of Invitation to Bids, Requests for Proposals, Requests for Qualifications, and Sales & Service Agreements. Detailed information, including bid tabulations or ranking of firms may be obtained by contacting The Office of Purchasing Services.



Recommendation
Approve the Amendments to Sales and Services Agreements (SSAs) listed below:

a - SSA #14-003-CJ-A1 - Jostens, Inc - Astronaut High School - North Area

b - SSA #14-251-CJ-A1 - Taylor Publishing Company, dba Balfour Yearbooks - Merritt Island High School - North Area

c - SSA #14-256-CJ-A1 - Taylor Publishing Company, dba Balfour Yearbooks - Cocoa Beach Jr./Sr. High School - North Area

d - SSA #14-354-CJ-A1 - Taylor Publishing Company, dba Balfour Yearbooks - Edgewood Jr./Sr. High School - North Area

Approve the Extensions listed below:

e - ITB #11-014/BM - Outdoor Aluminum Seating Repair and Installation - 6 month Extension - Facilities Services

f - RFQ #0802/LH - Continuing Contract for Construction Management Services - 3 Month Extension - Facilities Services

g -  RFQ #0806/LH - Continuing Contract for Design-Build Services - 3 Month Extension - Facilities Services

Approve the Bid Waived (BW) purchase listed below:

h - BW #13-BW-101-DK - Pearson Assessment-Clinical Evaluation of Language Fundamentals 5th Edition - Student Services

Award the Invitations to Bid (ITBs) listed below:

i - ITB #14-B-078-DR - OEM Auto & Truck Parts & Accessories Re-bid - Transportation Services

j - ITB #14-B-084-DW - Fire Alarm Monitoring Services - Facilities Services


Rescind & Re-Award Invitation to Bid (ITB) listed below:

k - ITB #14-B-068-CJ - Warehouse Stock - Office, Classroom, and Art Paper Supply - Rescind & Re-Award - Purchasing Services


Approve the Request for Proposal (RFP) Assignment listed below:

l - RFP #13-P-087-DK - Disposal of Surplus Textbooks - Assignment - Curriculum and Instruction Services

Award the Requests for Qualification (RFQ) and associated agreement listed below:

m - RFQ #14-Q-009-KR - Continuing Contract for Construction Management Services - Facilities Services





Meeting Date(s)
Consent w/o Information - 4/8/2014

Authority for Action
Board Policy #6320, Florida Statute #287.057, Florida Administrative Code 6A-1.012

Involves Expenditure of Funds Directly in the Classroom
No

Source of Funding
Operating - Categorical
Operating - Grant
Operating - Other
Capital Projects
Other Sources

FY
Amount
Budgeted
Fund
Cost Center
Project
Function
Object
Program
2014a) $39,850.00Yes80001616250109800500000
2014b) $64,880.00Yes80040116250109800500000
2014c) $47,510.00Yes80040116250109800500000
2014d) $38,266.00Yes80040216250109800310000
2014e) VariableVariableVariableVariableVariableVariableVariableVariable
2014f) VariableVariableVariableVariableVariableVariableVariableVariable
2014g) VariableVariableVariableVariableVariableVariableVariableVariable
2014h) $51,330.24Yes42292804140145200511111
2014i) VariableYes10093400010028110550000

Contact
Cheryl L. Olson - Director - Purchasing and Warehouse Services X 645 Judy R. Preston - Associate Superintendent of Financial Services X 600



Attachment:  e - ITB 11-014BM - Outdoor Aluminum Seating Repair and Installation - 6 Month Extension.pdf
Attachment:  g - RFQ 0806LH - Continuing Contract for Design-Build Services - 3 Month Extension.pdf
Attachment:  j - ITB 14-B-084-DW - Fire Alarm Monitoring Services.pdf
Attachment:  m - RFQ 14-Q-009-KR - Continuing Contract for Construction Management Services - Agenda Item.pdf
Attachment:  c - SSA 14-256-CJ-A1 - Balfour - Cocoa Beach Jr. Sr. High.pdf
Attachment:  b - SSA 14-251-CJ-A1 - Balfour - Merritt Island High.pdf
Attachment:  f - RFQ 0802LH - Continuing Contract for Construction Mgmt Svc - 3 Month Extension.pdf
Attachment:  i - ITB 14-B-078-DR - OEM Auto and Truck Parts & Accessories Re-Bid.pdf
Attachment:  l - RFP 13-P-087-DK - Disposal of Surplus Textbooks.pdf
Attachment:  a - SSA 14-003-CJ-A1 - Jostens - Astronaut High School.pdf
Attachment:  k - ITB 14-B-068-CJ - Warehouse Stock - Office, Classroom, and Art Paper Supply-Rescind & Re-Award.pdf
Attachment:  d - SSA 14-354-CJ-A1 - Balfour - Edgewood Jr. Sr. High School.pdf
Attachment:  h - BW 14-BW-101-DK - Pearson Assessment-Clinical Evaluation of Language Fundamentals 5th Edition.pdf
Attachment:  n - Additional String Info 4-8-14.pdf