07-23-2013 Regular School Board Meeting
Agenda Item #13


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) listed below:

a - ITB #14-B-016-KC - Ice Storage Systems - Facilities Services

Award the Request for Qualifications  (RFQ) and associated agreements listed below:

b - RFQ #13-Q-078-CJ - Mental Health, Substance Abuse, and/or Case Management - Student Services

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

c - School Age Child Care (SACC) Enrichment Program Agreements - Curriculum & Instruction

d - Learner Empowerment through Agency Partnerships (LEAP) Trainer Agreements - Student Services

e - SSA #14-025-WH - Discovery Education, Inc. - Educational Technology

f - SSA #14-031-WH - Pasco eSchool - Curriculum & Instruction

g - SSA #14-032-WH - Lee Virtual Elementary - Curriculum & Instruction

h - SSA #14-033-WH - The School Board of Indian River County, FL - Curriculum & Instruction

Approve the Termination/Cancellation of Services listed below:

i - SS #13-SS-091-CJ - Audiometric Sound Room & Equipment - Student Services

j - SSA #13-446-WH - My Payments Plus - Student Services



Meeting Date(s)
Consent w/o Information - 7/23/2013

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
2014a) $253,800Yes33795320079247400681000
2014a) VariableYes38995320079247400681000
2014b) N/AN/AN/AN/AN/AN/AN/AN/A
2014c) $190,500Yes92192400019629100312000
2014d) $86,182Yes42292800004705400312113
2014d) $69,216Yes42292804140145200312113
2014e) $100,048Yes 10098110010635100365101
2014f) VariableYes1007001TBD5100312101,102
2014g) VariableYes1007001TBD5100312101,102

Contact

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

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




Attachment:  c - SACC Enrichment Program Agreements - Curriculum & Instruction.pdf
Attachment:  g - SSA #14-032-WH - Lee Virtual Elementary - Curriculum & Instruction.pdf
Attachment:  i - SS #13-SS-091-CJ - Audiometric Sound Room & Equipment Cancellation - Student Services.pdf
Attachment:  b - RFQ #13-Q-078-CJ - Mental Health, Substance Abuse, and-or Case Management - Student Services.pdf
Attachment:  j - SSA #13-446-WH - My Payments Plus - Student Services.pdf
Attachment:  d - LEAP Trainer Agreements - Student Services.pdf
Attachment:  h - SSA #14-033-WH - Indian River School Board - Curriculum & Instruction.pdf
Attachment:  e - SSA #14-025-WH - Discovery Education, Inc. - Educational Technology.pdf
Attachment:  f - SSA #14-031-WH - Pasco eSchool - Curriculum & Instruction.pdf
Attachment:  k - Additional String Info.pdf
Attachment:  a - ITB #14-B-016-KC Ice Storage Systems - Facilities Services.pdf