Business Services Action Item

DATE:	Tuesday, September 11, 2018
TO:	School Board Members
FROM:	Jeff Eakins, Superintendent
SUBJECT / RECOMMENDATIONS
Approve the Adjusted Budget for the Renewal of Leased Vehicles from The Bancorp (Formally Known as Mears Motor Leasing) – Invitation to Bid (ITB) #14042-DST Lease Vehicles for Security Services Department (Business Services Division)
EXECUTIVE SUMMARY
On June 10, 2014, the Board approved ITB #14042-DST for the lease of vehicles for the Security Services Department.  On July 16, 2013, the Board approved Request for Proposal (RFP) #13014-DST for the lease of a multi-passenger van for the Visually Impaired Programs and 156 mid-size sedans for the Driver Education Program. A change in market conditions has caused a downturn in the residual value of mid-size vehicles, increasing the proposed lease price. A cost avoidance will be attained by allowing RFP #13014-DST to expire and continue all vehicle leases under ITB #14042-DST for its final year.
STRATEGIC OBJECTIVES
• Establish a strong foundation of financial stewardship
FINANCIAL IMPACT (Budgeted:  Yes)
Funds in the amount of $2,264.16 will be available in the Visually Impaired Programs through the IDEA grant.  For tracking purposes, the project number specific to this agenda item is 3531.  As of August 22, 2018, the remaining balance less encumbrances for this line item equaled $6,657,100.94. Funds in the amount of $70,200 will be available in the Security Services Department budget. For tracking purposes, the project number specific to this agenda item is 4422.  As of August 22, 2018, the remaining balance less encumbrances for this line item equaled $217,459. Funds in the amount of $413,100 will be available in the Secondary Education Department budget.  For tracking purposes, the project number specific to this agenda item is 4413.  As of August 22, 2018, the remaining balance less encumbrances for this line item equaled $843,863.56.
EVALUATION
Contract administration and evaluation is performed by the Project Manager (the "End User") and the Procurement Officer, who function as a team, by utilizing an online vendor performance report or via in-person reviews. The evaluation consists of an assessment of the vendor-provided goods and services, deliverables, and compliance with contractual requirements. The resulting data will support renewal decisions and/or alterations to a new agreement.
SUBMITTED BY:  Corey A. Murphy, General Manager, Procurement Services Tracye H. Brown, Assistant Superintendent, Academic Support and Federal Programs Deborah Cook, Chief Academic Officer, Teaching and Learning

Christopher Farkas		Gretchen Saunders
Deputy Superintendent, Operations (813) 272-4004		Chief Business Officer (813) 272-4270
		C 6.22
Hillsborough County Public Schools (Florida) * Mtg.#20180911_898 (Board Meeting followed by Public Hearing) * Section C Item# 6.22