Hillsborough County Public Schools Business
Action Item

DATE: Tuesday, July 25, 2006
TO: School Board Members
FROM: MaryEllen Elia, Superintendent

SUBJECT / RECOMMENDATIONS

Accept the Proposal Submitted by Management Partnership Services, Inc. for Request for Proposal (RFP) #4809-VH School Transportation Department Consultant Services (Business Division)

EXECUTIVE SUMMARY

On June 14, 2006, the Purchasing Department on behalf of the Division of Administration issued RFP #4809-VH School Transportation Department Consultant Services. The purpose of this RFP is to select a qualified consultant to provide consulting services to the Transportation Department, as outlined in the department review conducted by the Council of the Great City Schools.

To evaluate this RFP, firms were asked to provide their experience and qualifications, price proposal, and small business certification. Proposals were due on July 11, 2006. Using online services, the District notified 1,751 registered vendors of the RFP and received four (4) proposals within the stated timeframe (Attachment A). The evaluation process included a committee of district level and school personnel, HSEF representation, and a manager from the Hillsborough Area Regional Transit Authority (HART) (Attachment B). On July 17, 2006, the committee met for Phase I evaluations. The proposals were evaluated based on the RFP criteria (Attachment C) to determine which firms would advance to Phase II, oral presentations. After the oral presentations, the committee reviewed key points as a group and individually rated each vendor for a final compilation and ranking (Attachment D). The committee also considered the benefits of awarding the contract overall to one firm versus awarding by individual category and came to the consensus that an overall award would provide the greater benefit to the District. Dr. James Hamilton, Chief of Staff, is the person with whom the consultant will communicate as to matters relating to this contract. The effective date will be July 26, 2006, with an anticipated completion date of January 31, 2007.

ANNUAL DISTRICT GOAL(S) AND CRITICAL SUCCESS FACTOR(S)

As stated in the OPPAGA report: “Efficient purchasing and warehousing require that management processes be in place to ensure that supplies, equipment and services vital to the school’s education mission are purchased from a competitive source, in the right quantity, delivered timely to the correct location, and stored in a secure location. These criteria should be met for each purchase without sacrificing quality."

FINANCIAL IMPACT (Budgeted: Yes)

These items are, or will be, included in the Division of Administration's budget in an amount not to exceed $225,000.

EVALUATION

Contract administration or evaluation is performed by the Project Manager (end user) and Purchasing Agent, 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: Willie T. Campbell, CPPO, CPPB General Manager of Procurement

Lewis Brinson
Assistant Superintendent, Administration
(813) 272-4070
Gretchen Saunders
Chief Business Officer
(813) 272-4270
5.27R
Hillsborough County Public Schools (Florida) * Mtg.#20060725_180 * Section E Item# 5.27R