Business Services Action Item

DATE:	Tuesday, June 5, 2018
TO:	School Board Members
FROM:	Jeff Eakins, Superintendent
SUBJECT / RECOMMENDATIONS
Accept the Highest Ranking Proposals from Multiple Vendors - Invitation To Negotiate (ITN) #18005-MST Occupational Physical Examinations and Drug Testing (Business Services Division)
EXECUTIVE SUMMARY
On March 1, 2018, Procurement Services, in conjunction with the Risk Management Office, issued an ITN for professional services to provide physical examinations, drug testing, and random and post-accident drug and alcohol tests. Annually, the medical service provider conducts over 6,500 physical examinations and required drug tests for pre-employment hires, exams for classifications where physical duties vary, return-to-work clearance, and other services as required by district policy and/or local, state, and federal laws and regulations. District personnel evaluated the proposals and recommended awarding to the highest ranked vendors.   The award of this contract will be for a 1-year period, with four 1-year renewals. There is a 30-day termination for convenience clause included in this agreement. All prices offered are firm against any increase for at least one year from the effective date. This agreement will be reviewed and evaluated annually and may be renewed by the Superintendent, per the terms of the specifications.
STRATEGIC OBJECTIVES
• Recruit, support, and retain a highly effective and diverse workforce • Establish a strong foundation of financial stewardship • Construct and maintain facilities that create an environment conducive to teaching and learning
FINANCIAL IMPACT (Budgeted:  Yes)
Funds in the amount of $240,000 will be available in the Safety & Risk Management Office Department budget. For tracking purposes, the project number specific to this agenda item is 5325. The funds needed for the remainder of the first agreement term will be budgeted in fiscal year 2018/2019. As of May 14, 2018, the remaining balance less encumbrances for this line item equaled $199,552.71. If funds are needed that will exceed the amount remaining prior to June 30, 2018, the department will transfer funds from other appropriate and allowable accounts that are tracking under budget or delay purchases until the next fiscal year.
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 Corries Culpepper, Interim Director of Safety and Risk Management

Christopher Farkas		Gretchen Saunders
Chief Operating Officer (813) 272-4004		Chief Business Officer (813) 272-4270
		C 6.14
Hillsborough County Public Schools (Florida) * Mtg.#20180605_885 (Board Meeting) * Section C Item# 6.14