09-11-2018 School Board Meeting
Agenda Item #32


Title
Purchasing Solicitations

Discussion

The Office of Purchasing Services prepares and distributes solicitations in collaboration with the 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 recommendations for the approval of various solicitations.  Detailed information, including bid tabulations or ranking of firms may be obtained by contacting the Office of Purchasing Services.



Recommendation

Approve the Invitations To Bid (ITBs) Name Change below:

a - ITB 18-B-093-DR - Temporary Services for Substitute Teachers - Human Resources - $8,000,000.00 - Operating Other

b - ITB 18-B-098-SH - Audiological Equipment & Repair - Rebid - ESE Program Support - $500,000.00 - Special Revenue Federal

c - ITB 18-B-078-SH - Custodial Supplies Discount Catalog Bid - Revised Award - Facilities Services - $Various - Operating Other

d - ITB 18-B-083-SH - Self-Contained Trash Compactor Maintenance, Repair & Cleaning - Facilities Services - $Various - Operating Other  

e - ITB 18-B-090-SH - Electric Motor & Pump Rebuilder Services - Facilities Services - $Various - Operating Other

Approve the Piggy Backs (PBs) below:

f - PB 19-053-PB - MRO Supplies & Related Services - Fastenal - Facilities Services - $2,800,000.00 - Operating Other

g - PB 19-010-PB-NC - Classroom & Office Furniture Discount - Purchasing & Warehouse Services - $Various - Operating Other

h - PB 19-044-PB-SH - Equipment Rental - Facilities Services - $Various - Operating Other

i - PB 19-026-PB-JE - Special Education Materials, Supplies, Equipment & Repair - ESE Program Support - $Various - Operating Other

Approve the Request For Proposal (RFP) below:

j - RFP 14-P-103-WH - Multi-Function Copiers and Related Services - Government & Community Relations - $934,070.14 - Operating Other

Approve the Request For Qualification (RFQ) Reject All Bids below:

k - RFQ 18-Q-099-NC - DJ (Disc Jockey) Services - Reject All Bids - Purchasing & Warehouse Services - $N/A

Approve the Sole Source (SS) below:

l - SS 19-022-SS-SH - AccuAir Bard HVAC Equipment - Facilities Services - $150,000.00 - Operating Other

m - Additional Accounting Strings (letters j, k, l)



Meeting Date(s)
Action - 9/11/2018

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

Involves Expenditure of Funds Directly in the Classroom
Partial

Source of Funding
Operating - Other
Special Revenue - Federal

FY
Amount
Budgeted
Fund
Cost Center
Project
Function
Object
Program
2019a)$8,000,000YesVariousVariousVariousVariousVariousVarious
2019b)$500,000.00Yes4229280Various5200642/511Various
2019c) $VariousYes100/800VariousVarious7900511000
2019d) $VariousYes10095620029368100354000
2019e) $VariousYesVarious9562VariousVariousVarious000
2019f)$2,800,000Yes1009562Various8100511000
2019g) $VariousYesVariousVariousVariousVariousVariousVarious
2019h) $VariousYes10095620029858100360000
2019i) $VariousYesVariousVariousVariousVariousVariousVarious

Legal Counsel Review
Yes
Review Date: 8/21/2018

Contact

Dawn Richer - Purchasing Manager, ext. 637

Beth Thedy, Ed.D., - Deputy Superintendent/Chief Operating Officer, ext. 229





Attachment:  a - ITB 18-B-093-DR - Temporary Services for Substitute Teachers.pdf
Attachment:  b - ITB 18-B-098-SH - Audiological Equipment & Repair.pdf
Attachment:  c - ITB 18-B-078-SH - Custodial Supplies - revised award.pdf
Attachment:  d - ITB 18-B-083-SH - Trash Compactor Maintenance, Repair & Cleaning.pdf
Attachment:  e - ITB 18-B-090-SH - Motor & Pump Rebuilder Services.pdf
Attachment:  f - PB 19-053-PB-SH - Fastenal MRO.pdf
Attachment:  g - PB 19-010-PB-NC - Classroom & Office Discount.pdf
Attachment:  h - 19-044-PB-SH - Equipment Rental.pdf
Attachment:  i - PB 19-026-PB-JE - Special Education Materials, Supplies, Equipment & Repair.pdf
Attachment:  j - RFP 14-P-103-WH-A1 - Multi-Function Copiers and Related Services.pdf
Attachment:  k - RFQ 18-Q-099-NC - DJ (Disc Jockey) Services.pdf
Attachment:  l - SS 19-022-SS-SH - AccuAir Bard HVAC Equipment.pdf
Attachment:  m - additional accounting strings.pdf