05-13-2014 Regular School Board Meeting
Agenda Item #20


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 Bids Waived (BW) purchase listed below:

a - BW #14-BW-117-DK - Frog Street Press, Inc. - Pre-K National English System - Student Services

Award the Invitations to Bid (ITBs) listed below:

b - ITB #14-B-080-DW - Elevator Maintenance and Services - Facilities Services

c - ITB #14-B-100-KC - Cafeteria Chemicals and Supplies - Food Services

d - ITB #14-B-113-AL - Walk-In Cooler/Freezer - Food Services

e - ITB #14-B-114-DR - Purchase of 2014 Refrigerated Van with Lift Gate - Food Services

f - ITB #14-B-115-CJ - Nooks for ESEA Title I Summer Reading Program - Curriculum and Instruction

g - ITB #14-B-116-KC - Hybrid Merchandisers - Food Services

Approve the Invitation to Bid (ITB) Reject All Bids listed below:

h - ITB #14-B-096-BS - Palm Bay Magnet High School Marquee - Reject All Bids - School Choice

Award the Request for Qualification (RFQ) Assignment listed below:

i - RFQ#11001BP - Physical, Occupational, and Speech/Language Therapy Services - Assignment - Student Services

Approve the State Contracts (SCs) purchase listed below:

j - SC #14-SC-118-CJ - Audio & Video Equipment and Accessories - Purchasing and Warehouse Services

k - SC #14-SC-122-CJ - Laboratory & Safety Supplies & Equipment - Purchasing and Warehouse Services

Approve the Sales and Services Agreements (SSAs) and Amendment listed below:

- SSA #14-067-CJ-A1 - Herff Jones, Inc. - Melbourne High School - South Area

m - SSA#14-562-KC- Susan M. Riley - MSAP Professional Development - School Choice

n - SSA #14-581-KC - n2y - Training - Student Services

o - SSA #14-582-KC - Ron Large - MSAP Professional Development - School Choice

p - SSA #14-586-KC - Kathleen Decker - MSAP Professional Development - School Choice

q - SSA #14-597-KC - Dr. Roger Taylor - MSAP Professional Development - School Choice

r - SSA #14-598-KC - New Media Centrs dba New Media Consortium - MSAP Professional Development - School Choice

Approve the Request for Proposals (RFPs) Recommendation, Amendment and associated agreements listed below:

s - RFP #09004/CH-A1 - Separate Day School for Exceptional Student Education and Related Services - Curriculum & Instruction

t - RFP #14-P-103-WH - Multi-Function Copiers and Related Services - Community Relations

Approve the Invitation to Negotiate (ITN) Extension agreement listed below: 

u - ITN #09004/CH - Document Production and Management - 2 Month Extension - Community Relations



Meeting Date(s)
Consent w/o Information - 5/13/2014

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
Special Revenue - Food Services
Other Sources

FY
Amount
Budgeted
Fund
Cost Center
Project
Function
Object
Program
2014a) $89,099.70Yes42292804140115200511111
2014b) $23,360.00Yes10095620029798100354000
2014b) VariableVariableVariableVariableVariableVariableVariableVariable
2014c) VariableYes41093600010027600511000
2014d) VariableYes41093600010027600641000
2014e) $61,486.58Yes41093600010027600652000
2014f) $87,336.00Yes42292124140016300644000
2014f) $5,577.50Yes42292124140016150511000
2014g) VariableYes41093600010027600641000

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




Attachment:  a - BW 14-BW-117-DK - Frog Street Press, Inc. - Pre-K National English System.pdf
Attachment:  b - ITB 14-B-080-DW - Elevator Maintenance and Services.pdf
Attachment:  c - ITB 14-B-100-KC - Cafeteria Chemicals and Supplies.pdf
Attachment:  d - ITB 14-B-113-AL - Walk-In Cooler Freezer.pdf
Attachment:  e - ITB 14-B-114-DR - Purchase of 2014 Refrigerated Van with Lift Gate.pdf
Attachment:  f - ITB 14-B-115-CJ - Nooks for ESEA Title I Summer Reading Program.pdf
Attachment:  g - ITB 14-B-116-KC - Hybrid Merchandisers.pdf
Attachment:  h - ITB 14-B-096-BS - Palm Bay Magnet High School Marquee - Reject all Bids.pdf
Attachment:  i - RFQ 11001BP - Physical, Occupational, and Speech Language Therapy Services - Assignment.pdf
Attachment:  j - SC 14-SC-118-CJ - Audio and Video Equipment and Accessories Agenda Item.pdf
Attachment:  k - SC 14-SC-122-CJ - Lab & Safety Supplies & Equipment - Agenda Item.pdf
Attachment:  l - SSA 14-067-CJ-A1 - Herff Jones - Melbourne High School.pdf
Attachment:  m - SSA 14-562-KC - Susan M. Riley - MSAP Professional Development.pdf
Attachment:  n - SSA 14-581-KC - n2y - Training.pdf
Attachment:  o - SSA 14-582-KC - Ron Large- MSAP Professional Development.pdf
Attachment:  p - SSA 14-586-KC - Kathleen Decker - MSAP Professional Development.pdf
Attachment:  q - SSA 14-597-KC - Dr. Roger Taylor - MSAP Professional Development.pdf
Attachment:  r - SSA 14-598-KC - New Media Centers dba New Media Consortium - MSAP Professional Development.pdf
Attachment:  s - RFP 09004CH Separate Day School for Ex Ed Student and Related Services.pdf
Attachment:  t - RFP 14-P-103-WH Multifunctional Copiers and Related Services Agenda Item.pdf
Attachment:  u - ITN 09004CH - Document Production and Management - 2 Month Extension.pdf
Attachment:  v - additional strings.docx.pdf