Hillsborough County Public Schools Business
Action Item

DATE: Tuesday, June 12, 2007
TO: School Board Members
FROM: MaryEllen Elia, Superintendent

SUBJECT / RECOMMENDATIONS

Accept the Proposal Submitted by Broadspire - Request for Proposal (RFP) #5011-TWS Insurance Administration Services – Workers’ Compensation, General Liability, Automobile Liability, Automobile Property Damage Claims (Business Division)

EXECUTIVE SUMMARY

On February 16, 2007, the Purchasing Department in conjunction with the Risk Management and Safety Department issued a Request for Proposal (RFP) for insurance administration services. To evaluate this RFP, firms were asked to provide their qualifications and experience, caseload, small business utilization, references, and cost/fees for services. Proposals were due on May 22, 2007. The District utilizes an online vendor registration system to notify potential bidders of opportunities. Through this system, three firms responded (Attachment A). The evaluation process included a committee of district-level personnel (Attachment B). The committee evaluated the proposals during Phase I on May 30, 2007, based on the RFP criteria (Attachment C). The committee reviewed key points as a group and individually rated each firm for final compilation and ranking (Attachment D). The committee chose not to have Phase II interviews and voted to recommend award to Broadspire based on Phase I evaluations. The initial term of the contract shall be for a three-year period with an effective date of June 13, 2007. The fee schedule for the requested service is shown on Attachment E. This fee schedule represents the ceiling price for this RFP. Staff members from the Risk Management Department, the Division of Human Resources, and the Purchasing Department will negotiate pricing with the recommended firm. In no case will the price exceed the ceiling. The results of this negotiation will be presented to the Board at a later date. Questions concerning this item can be answered by Glen Lathers at 872-5263.

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

As stated in 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."

FINANCIAL IMPACT (Budgeted: Yes)

These funds are, or will be, included in the Workers' Compensation Funding Budget in an amount not to exceed $660,236 for a three-year period.

EVALUATION

Contract administration or evaluation is performed by the Project Manager and Purchasing Analyst, 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, Procurement

Daniel J. Valdez
Deputy Superintendent
(813) 272-4166
Gretchen Saunders
Chief Business Officer
(813) 272-4270
5.31
Hillsborough County Public Schools (Florida) * Mtg.#20070612_246 * Section E Item# 5.31