10-08-2013 Regular School Board Meeting
Agenda Item #16


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

Reject the Invitation to Bid (ITB) listed below:

a - ITB #14-B-042-CJ – EdConnect Newsletter Printing, Packaging, and Delivery Services - District Communications

Award the Invitation to Bid (ITB) listed below:

b - ITB #14-B-044-DR - Onsite Employee Flu Vaccination Clinics - Employee Benefits and Special Programs

Approve the Request for Proposal (RFP) Recommendation listed below:

c - RFP 14-P-024-DR Life & Disability Insurance - Employee Benefits and Special Programs

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

d - SS #13-SS-028-CJ-A1 - Contrax Furnishings, LLC - Food Services

e - SSA #14-009-CJ – Jostens, Inc. – Johnson Middle School

f - SSA #14-047-WH - A1 - NCS Pearson, Inc. - Mims Elementary



Meeting Date(s)
Consent w/o Information - 10/8/2013

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
Special Revenue - Food Services
Other Sources
Agenda Item will not Require the Expenditure of Funds

FY
Amount
Budgeted
Fund
Cost Center
Project
Function
Object
Program
2014.a - N/AN/AN/AN/AN/AN/AN/AN/A
2014b - $68,000Yes73198500018401530772000
2014c - TBDTBDTBDTBDTBDTBDTBDTBD
2014d - $180,000Yes41093600010037600355000
2014e -$34,309Yes80030316250109800500000
2014f -$18,360Yes42201014140016500365000

Contact

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

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




Attachment:  a - ITB 14-B-042-CJ - EdConnect Newletter Printing, Packaging, and Delivery Services.pdf
Attachment:  b - ITB 14-B-044-DR - Onsite Employee Flu Vaccination Clinics.pdf
Attachment:  c - RFP 14-P-024-DR Life & Disability Insurance Agenda Item.pdf
Attachment:  d-SS 13-SS-028-CJ - Contrax Furnishings - Cafeteria Refreash Program - Extension Agenda.pdf
Attachment:  e - SSA 14-009-CJ - Jostens - Johnson Middle.pdf
Attachment:  f - SSA 14-047-WH - NCS Pearson Mims Elementary.pdf