Okaloosa County School Board — Workshop Meeting, June 8, 2017 — reading text

Request approval of the implementation of an Internal Accounts Purchasing Card Program through Regions Bank. The proposed contract for this program is based on RFP 3529RC Banking Services through the School Board of Marion County. The contract will be effective July 1, 2017. Attached are copies of the Marion County Award Tabulation, Regions Business Loan Application, and Regions Commercial Card Agreement. For additional information, please contact Vince Windham, Program Director, Purchasing at (850) 833-7668. File Attachments RFP 3529RC Banking Services - MCSB Award Tabulation.pdf (691 KB) Consent Our adopted rules of Parliamentary Procedure, Robert's Rules, provide for a consent agenda listing several items for approval of the Board by a single motion. Documentation concerning these items have been provided to all Board members and the public in advance to assure an extensive and thorough review. Items may be removed from the consent agenda at the request of any board member. 7. Consent Agenda Subject : 7.12 Revisions to the Purchasing Card Manual, presented by Vince Windham, Program Director, Purchasing, and recommended by the Superintendent for approval. Meeting : Jun 8, 2017 - Workshop Meeting Type : Action (Consent) Fiscal Impact : No Budgeted : No Recommended Action : Motion to approve the revisions to the Purchasing Card Manual. Public Content Request approval of the revisions to the Purchasing Card Manual. Revisions include policy updates to the current program and the addition of policy to implement a new Internal Accounts Purchasing Card Program. Attached are copies of the revised Purchasing Card Manual with markups and a final draft of the Purchasing Card Manual. For additional information, please contact Vince Windham, Program Director, Purchasing at (850) 833-7668. File Attachments Purchasing Card Manual Including Internal - 05-30-17.pdf (874 KB) Consent Our adopted rules of Parliamentary Procedure, Robert's Rules, provide for a consent agenda listing several items for approval of the Board by a single motion. Documentation concerning these items have been provided to all Board members and the public in advance to assure an extensive and thorough review. Items may be removed from the consent agenda at the request of any board member. 7. Consent Agenda Subject : 7.13 RFP 17-05 Beverage Vending Services, presented by Vince Windham, Program Director, Purchasing, and recommended by the Superintendent for approval. Meeting : Jun 8, 2017 - Workshop Meeting Type : Action (Consent) Recommended Action :  Motion to approve the committee's recommendation for RFP 17-05 Beverage Vending Services, and to enter into contract negotiations with the highest ranked respondent, Coca-Cola Bottling Company United, Inc. Public Content Request approval of the committee's recommendation of RFP 17-05 Beverage Vending Services. The committee recommends entering into contract negotiations with the highest ranked respondent, Coca-Cola Bottling Company United, Inc. Copies of the RFP Committee Recommendation and the minutes from the committee meeting are attached. For additional information, please contact Nick Kootsouradis, Assistance Superintendent, School Operations at (850) 689-7117. File Attachments RFP 17-05.pdf (15 KB) EVALUATION COMMITTEE MEETING MINUTES.pdf (299 KB) Consent Our adopted rules of Parliamentary Procedure, Robert's Rules, provide for a consent agenda listing several items for approval of the Board by a single motion. Documentation concerning these items have been provided to all Board members and the public in advance to assure an extensive and thorough review. Items may be removed from the consent agenda at the request of any board member. 7. Consent Agenda Subject : 7.14 ITB 17-06 Painting Services-Multiple Schools, presented by Vince Windham, Program Director, Purchasing, and recommended by the Superintendent for approval. Meeting : Jun 8, 2017 - Workshop Meeting Type : Action (Consent) Fiscal Impact : Yes Dollar Amount : $38,584.00 Budgeted : Yes Budget Source : General Funds, Project 5909 School Maintenance - School Control Recommended Action : Motion to approve the committee's recommendation to award ITB 17-06 Painting Services-Multiple Schools to multiple vendors. Public Content Request approval of the committee's recommendation to award ITB 17-06 Painting Services-Multiple Schools to multiple vendors for a grand total of $38,584. The award is as follows: Vendor: School(s): Amount: Professional Finishes of NWFL, Inc. 9 $910.00 Harrison Contracting, Inc. 13, 16, 20, 21, 22 $28,599.00 Mike Moulton Construction, Inc. 8, 11, 15 $9,075.00 No award was recommended for schools 1, 2,3, 4, 5, 6, 7, 10, 12, 14, 17, 18 and 19 due to insufficient funds. Funding will be provided from General funds, Project 5909 School Maintenance - School Control. Attached is a copy of the award tabulation. For additional information, please contact Steve Bolton, Director, Facilities Planning and Maintenance Support Services at (850) 689-7159. File Attachments ITB_17-06 REV 3.pdf (196 KB) Consent Our adopted rules of Parliamentary Procedure, Robert's Rules, provide for a consent agenda listing several items for approval of the Board by a single motion. Documentation concerning these items have been provided to all Board members and the public in advance to assure an extensive and thorough review. Items may be removed from the consent agenda at the request of any board member. 7. Consent Agenda Subject : 7.15 Tag-On Bid: MBU-520-16 Food Products-Commercial & Commodity, presented by Vince Windham, Program Director, Purchasing, and recommended by the Superintendent for approval. Meeting : Jun 8, 2017 - Workshop Meeting Type : Action (Consent) Fiscal Impact : Yes Budgeted : Yes Budget Source : Federal Funds Recommended Action : Motion to approve tagging on with Baltimore County Public Schools bid MBU-520-16 Food Products-Commercial & Commodity. Public Content Request approval to tag on with Baltimore County Public Schools bid MBU-520-16 Food Products-Commercial & Commodity. The bid is based on fixed prices and will be used on an as needed basis to process commodity products. Funds will be paid from Federal Funds. The contract is effective July 1, 2017 through June 30, 2021 and copies of the award documents are attached. For additional information, please contact Steve Anderson, Program Director, School Food Service at (850) 301-3020. File Attachments 052416 MBU-520-16 11 Food Products - Commercial Commodity Board Exhibit.pdf (494 KB) Consent Our adopted rules of Parliamentary Procedure, Robert's Rules, provide for a consent agenda listing several items for approval of the Board by a single motion. Documentation concerning these items have been provided to all Board members and the public in advance to assure an extensive and thorough review. Items may be removed from the consent agenda at the request of any board member. 7. Consent Agenda Subject : 7.16 Tag-On Bid Purchase Over $25,000: B & H Photo & Electronics, presented by Vince Windham, Program Director, Purchasing, and recommended by the Superintendent for approval. Meeting : Jun 8, 2017 - Workshop Meeting Type : Action (Consent) Fiscal Impact : Yes Dollar Amount : $27,450.32 Budgeted : Yes Budget Source : General Funds, Project 5068 Cape - Information Technology Recommended Action : Motion to approve the purchase of equipment from B & H Photo & Electronics in the amount of $27,450.32. Public Content Request approval for Fort Walton Beach High School to purchase equipment from B & H Photo & Electronics in the amount of $27,450.32, The purchase will be made through the Pinellas County Digital Catalog Discount Bid #15-480-086, which was previously School Board approved. Funding will be paid from General Funds, Project 5068 Cape - Information Technology. A copy of the quote is attached. For additional information, please contact John Spolski, Principal, Fort Walton Beach High School at (850) 833-3300. File Attachments B & H PHOTO QUOTE.pdf (159 KB) Consent Our adopted rules of Parliamentary Procedure, Robert's Rules, provide for a consent agenda listing several items for approval of the Board by a single motion. Documentation concerning these items have been provided to all Board members and the public in advance to assure an extensive and thorough review. Items may be removed from the consent agenda at the request of any board member. 7. Consent Agenda Subject : 7.17 Exempted Purchase Over $25,000: Dynamix, presented by Vince Windham, Program Director, Purchasing, and recommended by the Superintendent for approval. Meeting : Jun 8, 2017 - Workshop Meeting Type : Action (Consent) Fiscal Impact : Yes Dollar Amount : $33,277.00 Budgeted : Yes Budget Source : General Funds Recommended Action : Motion to approve the purchase of IBM ServiceElite from Dynamix in the amount of $33,277. Public Content Request approval to purchase IBM