HCPS FL Logo Business
Action Item
DATE: Tuesday, February 1, 2011
TO: School Board Members
FROM: MaryEllen Elia, Superintendent
SUBJECT / RECOMMENDATIONS
Accept the Lowest and Best Bids Submitted by Various Vendors - Invitation to Bid (ITB) #10156-DST Parts for Trucks, Buses, and Vehicles (New and Rebuilt) (Business Division)
EXECUTIVE SUMMARY
The Transportation Department is charged with maintaining a fleet of 1,421 school buses and 543 cars, trucks, vans, trailers, and generators ranging in purchase dates from 1974 through 2010. Approval of this bid enables Hillsborough County Public Schools (HCPS) to work with a host of vendors with the warehouse/specialty procurement capacity to procure new and after-market parts of high-quality to service a diverse fleet of vehicles.  Suppliers were asked to provide pricing, for the most often purchased parts bought in the highest quantities (brakes, filters {air, oil, transmission, coolant}, belts, hoses and seals), to establish discounts. Participating departments, Transportation, Facilities Department, and Shop programs at high schools may use the discount from established bulk pricing to use toward the purchase of parts or combining credits, thus providing savings. This recommendation has been reviewed by the General Manager of Transportation.  A more detailed review of the specifications can be obtained by contacting the Procurement Department.

This contract is for an initial term of one year and may be renewed for two additional one-year periods provided all terms and conditions remain unchanged.  All prices offered herein shall be firm against any increase for at least one year from the effective date of this proposed contract.  Hillsborough County Public Schools reserves the right to accept or reject within thirty (30) days after the request for a price increase.  The Superintendent is authorized to approve the renewal agreement, per the terms of the specifications.

STRATEGIC OBJECTIVES
• Align financial resources to support the district’s strategic goals • Demonstrate best financial practices
FINANCIAL IMPACT (Budgeted:  Yes)
Funds of approximately $4,000,000 will be available in the Transportation Department budget for the purchase of parts. 
EVALUATION
Contract administration or evaluation is performed by the Project Manager (end user) and 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:  Jean Bowman, General Manager, Procurement Department
Cathy L. Valdes   Gretchen Saunders
Chief Facilities Officer
(813) 272-4004
  Chief Business Officer
(813) 272-4270
    A 5.13
Hillsborough County Public Schools (Florida) * Mtg.#20110201_452 (Board Meeting) * Section A Item# 5.13