06-27-2013 Special School Board Meeting
Agenda Item #8


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

Award the Invitation to Bid (ITB) Renewal and Price Increase listed below:

a) ITB #12-023/DR- Cafeteria Paper Products - Office of Food and Nutrition Services

Approve the Piggy Back  (PB) listed below:

b) PB #14-PB-014-KC - Large Kitchen Equipment - Office of Food and Nutrition Services

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

c)  SSA #13-335-CO-A1- Early Learning Coalition - Office of Student Services

d)  SSA #13-544-KR - Health First, Inc. - Project Search - Office of Instructional, Behavioral and Psychological Services

e)  SSA #14-011-KR - Brevard C.A.R.E.S., Inc. - Office of Curriculum and Instruction



Meeting Date(s)
Consent w/o Information - 6/27/2013

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) $2,269.13Yes41093600010027600511000
12-13b) VariableYes41093600010027600641000
12-13c)$300,350.00Yes1009295000567VariousVariousVarious
12-13d)$107,084.00Yes10010730010025200312113
12-13e) $64,800.00Yes42592154130966150312000

Contact

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

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




Attachment:  a) ITB #12-023DR Cafeteria Paper Products Agenda Item.pdf
Attachment:  b) PB#14-PB-014-KC Board Agenda Item.pdf
Attachment:  c) SSA #13-335-CO-A1 Early Learning Coalition Amendment 1 Agenda Item.pdf
Attachment:  d) SSA #13-544-KR - Health First, Inc. - Project Search - Agenda Item.pdf
Attachment:  e) SSA #14-011-KR - Brevard C A R E S Inc - Head Start - Agenda Item.pdf