Business Services Action Item

DATE:	Tuesday, May 2, 2017
TO:	School Board Members
FROM:	Jeff Eakins, Superintendent
SUBJECT / RECOMMENDATIONS
Accept the Highest Ranking Proposal from Avant Garde Urgent Care - Request for Proposal (RFP) #16160-MST Occupational Physical Examinations and Drug Testing (Business Services Division)
EXECUTIVE SUMMARY
On March 1, 2017, Procurement Services, in conjunction with the Risk Management Office, issued an RFP for professional services to provide physical examinations, drug testing, and random and post-accident drug and alcohol tests. The medical service provider yearly 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 may be required by district policy and/or local, state, and federal laws and regulations. Eight vendors responded to the solicitation and a committee of district personnel evaluated the proposals and recommended awarding to the highest ranked vendor, Avant Garde Urgent Care.  The initial term for this award shall be from May 3, 2017 through May 2, 2020, with two additional one-year renewal options.  All prices offered are firm against any increase for at least three years from the effective date.  The RFP allows the district to terminate the agreement with a 30-day notice.  This contract will be reviewed and evaluated annually and may be renewed by the Superintendent, per terms of the specifications.
STRATEGIC OBJECTIVES
• Recruit, support, and retain a highly effective and diverse workforce • Establish a strong foundation of financial stewardship
FINANCIAL IMPACT (Budgeted:  Yes)
Funds in the amount of $232,032.00 will be available in the Risk Management and Safety Office Department budget. For tracking purposes, the project number specific to this agenda item is 5325.  As of April 13, 2017, the remaining balance less encumbrances for this line item equaled $38,672.00.  Funds needed for the remainder of the contract will be allocated in the 2017/2018 fiscal year budget.  If funds are needed that will exceed the amount remaining prior to June 30, 2017, the department will transfer funds from other accounts that are tracking under budget or delay purchases until the next fiscal year.
EVALUATION
Contract administration or evaluation is performed by the Project Manager (end user) and the Procurement Officer, who function as a team.  Reviews are conducted face to face, typically quarterly, or by utilizing an online vendor performance report.  Prior to soliciting a new contract, the Contract Administration team must first give consideration to the specifications and supporting data of the expiring contract.
SUBMITTED BY:  Corey A. Murphy, General Manager, Procurement Services Stephanie Woodford, Chief Human Resource Officer

Gretchen Saunders		Dr. Alberto Vázquez
Chief Business Officer (813) 272-4270		Chief of Staff (813) 272-4986
		C 6.29
Hillsborough County Public Schools (Florida) * Mtg.#20170502_811 (Board Meeting) * Section C Item# 6.29