11-19-2013 Organization of the Board with Oath and Regular School Board Meeting
Agenda Item #27


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

Approve the Bid Waived (BW) Purchases listed below:

a - BW #14-BW-065-KC - AVID Tutors - Curriculum & Instruction

Approve the Cancellation of Services listed below:

b - ITB #14-B-028-KC - Charter Bus Service - Empire Coach Line, Inc. - Transportation Services

Award the Invitations to Bid (ITBs) listed below:

c - ITB #14-B-023-DR - HVAC Supplies Catalog Bid - Facilities Services

d - ITB #14-B-036-DW - Water Based Fire Suppression Systems Maintenance, Inspection and Test - Facilities Services

e - ITB #14-B-055-KC - Cafeteria Produce - Food Services

Approve the Piggybacks (PBs) and amendment listed below:

f - PB #14-PB-046-DR - Price Amendment Purchase of New School Buses - Transportation Services

g - PB #14-PB-062-CJ - Office Supplies for Warehouse Stock - Purchasing & Warehouse Services

Award the Request for Proposal (RFP) and associated agreements listed below:

h - RFP #14-P-035-DR - Asbestos and Lead Based Paint Abatement Services - Facilities Services

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

i - RFQ #14-Q-003-KR - Continuing Contract for Architectural Services - Facilities Services

Approve the State Contract (SC) purchase below:

j - SC #14-SC-067-DW - Floor Coverings with Related Supplies, Equipment and Services - Financial Services

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

k- SSA #13-247-KR - PFM Asset Management, LLC - Fourth Amendment - Financial Services

l - SSA #14-231-DR - SSA #14-234-DR - Casper Explorers Grant Agreements - Curriculum & Instruction

m - SSA #14-254-WH - School Improvement Network - Educational Leadership & Professional Development

n - SSA #14-271-WH - Performance Matters, LLC - Curriculum & Instruction



Meeting Date(s)
Consent w/o Information - 11/19/2013

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 - Food Services

FY
Amount
Budgeted
Fund
Cost Center
Project
Function
Object
Program
2014a -$65,000Yes10098100004845100312102
2014b -VariableYesVariable9562VariableVariableVariableVariable
2014c - VariableYesVariableVariableVariableVariableVariableVariable
2014d - VariableYesVariable9560VariableVariableVariableVariable
2014e - VariableYes41093600010027600571000
2014f -$1,085,030Yes37393400055287800651000
2014g - $25,000YesVariableVariableVariableVariableVariableVariable
2014h - VariableYesVariableVariableVariableVariableVariableVariable
2014i - VariableYesVariableVariableVariableVariableVariableVariable

Contact

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

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




Attachment:  a -BW 14-BW-065-KC AVID Tutors Agenda Item.pdf
Attachment:  b -ITB 14-B-028-KC - Cancellation of Service Agenda Item.pdf
Attachment:  c - ITB 14-B-023-DR - HVAC Supplies Catalog Bid.pdf
Attachment:  d - ITB 14-B-036-DW - Water Based Fire Suppression System Maintenance, Inspection and Test.pdf
Attachment:  e - ITB 14-B-055-KC - Cafeteria Produce.pdf
Attachment:  f - PB 14-PB-046-DR - Amend Purchase of School Bus.pdf
Attachment:  g - PB 14-PB-062-CJ - Office Supplies for Warehouse Stock.pdf
Attachment:  h - RFP 14-P-035-DR - Asbestos and Lead Based Paint Abatement Services.pdf
Attachment:  i - RFQ 14-Q-003-KR - Continuing Contract for Architectural Services.pdf
Attachment:  j - SC 14-SC-067-DW - Floor Coverings with Related Supplies, Equipment and Services - Agenda Item.pdf
Attachment:  k - SSA 13-247-KR - PFM Asset Management LLC - Agenda Item.pdf
Attachment:  l - CASPER Explorers Grant.pdf
Attachment:  m - SSA 14-254-WH - School Improvement Network.pdf
Attachment:  n - SSA 14-271-WH - Performance Matter, LLC.pdf
Attachment:  o - Additional String Info.pdf