06-11-2013 Regular School Board Meeting
Agenda Item #17


Title
Purchasing Bids, RFP's, RFQ's and Sales & Services Agreements (Part A)

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 #13-BW-117-KR - Advance Education, Inc. - Accreditation Fees - Early Childhood Education, Head Start and Title I


Award the Invitation to Bids (ITBs) listed below:
b) ITB #13-B-079-LL -  Bus Cameras, Accessories, and Installation -  Transportation Services

c) ITB # 13-B-090-DW - Moving Services - Purchasing and Warehouse Services

d) ITB #13-B-096-KC - Recycling of Surplus Computer Components, Peripherals, and Laptops - Purchasing and Warehouse Services

e) ITB #13-B-113-WH - Microsoft Volume Licenses - Educational Technology


Approve the Request for Proposal (RFP), Amendment, and Extension listed below:
f) RFP #12-009-LL-A1 - Private School Instruction Services - Early Childhood Education, Head Start and Title I

g) RFP #13-P-070-WH - Competency Based Diploma Lab - Student Services

h) RFP #10005/JO - Emergency Response and Disaster Recovery Services - Facilities Services


Approve the State Contract (SC) purchase listed below:
i) SC #13-SC-123-DW - Vehicles for Head Start - Early Childhood Education, Head Start and Title I



Meeting Date(s)
Consent w/o Information - 6/11/2013

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 - Grant
Operating - Other
Capital Projects
Special Revenue - Federal
Agenda Item will not Require the Expenditure of Funds

FY
Amount
Budgeted
Fund
Cost Center
Project
Function
Object
Program
12-13a) $55,250Yes10098100010377300737000
12-13b) VariableYes10093400010027800641/642000
12-13c) VariableYesVariableVariableVariableVariableVariableVariable
12-13d) VariableYesVariableVariableVariableVariableVariableVariable
12-13e) $1,748,066YesVariableVariableVariableVariableVariableVariable
12-13f) VariableYes42292124140015900312000
12-13g) $669,735Yes42210254130025100694103
12-13h) VariableYes37095620059007400681000
12-13i) $77,846.00Yes42592154130966300652000

Contact

Cheryl L. Olson - Director - Purchasing and Warehouse Services X 645

Judy R. Preston - Associate Superintendent of Financial Services X 600


Attachment:  a) BW #13-BW-117-KR - Advance Education Inc - Agenda Item.pdf
Attachment:  b) ITB #13-B-079-LL- Bus Cameras, Accessories & Installation - Agenda Item.pdf
Attachment:  c) ITB #13-B-090-DW - Moving Services - Agenda Item.pdf
Attachment:  d) ITB #13-B-096-KC - Recycling of Surplus Computer Components - Agenda Item.pdf
Attachment:  e) ITB #13-B-113-WH - Microsoft Volume Licenses - Agenda Item Revised.pdf
Attachment:  f) RFP #12-009-LL - Private School Instruction Services - Amendment #1 - Agenda Item.pdf
Attachment:  g) RFP #13-P-070-WH - Competency Based Diploma Lab - Agenda Item.pdf
Attachment:  h) RFP #10005JO - Emergency Response & Disaster Recovery - Six Month Extension - Agenda Item.pdf
Attachment:  i) SC #13-SC-123-DW - Vehicles for Head Start - Agenda Item.pdf