Action Item
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Business
Action Item |
| DATE: | Tuesday, April 10, 2012 |
| TO: | School Board Members |
| FROM: | MaryEllen Elia, Superintendent |
| SUBJECT / RECOMMENDATIONS | |
| Accept the Piggyback of Invitation to Bid (ITB) #10C-53S Mobile Video Surveillance Equipment, Parts, Repairs, Installation and Services for School Buses and Other Vehicles Between School District of Palm Beach County (SDPBC) and Matthews Buses, Inc. (Business Division) | |
| EXECUTIVE SUMMARY | |
| This is a request to purchase digital cameras/DVRs to retrofit our fleet of school buses and provide mobile video surveillance. For the last several years we have included digital cameras as part of our specification on new bus purchases and have purchased 472 cameras to retrofit some of our existing fleet, establishing a standard. The remaining 766 buses are either equipped with antiquated analog cameras or have no camera at all. The analog cameras are obsolete, no longer provide adequate video records, and the supply of recording media (VCR tapes) has grown scarce. The general public’s expectation is for the district to produce recorded events when necessary. The digital camera/DVRs will provide greater storage capacity and higher resolution video and will aid in improving student safety and provide a mechanism to assist in incident management and risk resolution. The cameras can be installed and configured by Transportation Department staff.
The initial term of the contract was from April 6, 2010 through April 5, 2012, with three additional one-year renewal periods. SDPBC has agreed to renew the contract for one year beginning April 6, 2012. Florida Department of Education (FLDOE) rule 6A-1.012 and district policy allow purchases from contracts awarded by other government agencies, district school boards, Department of Management Services (DMS), etc., at or below specified prices. The Superintendent is authorized to approve the renewal agreement for the terms of the specifications. |
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| STRATEGIC OBJECTIVES | |
| • Align financial resources to support the district’s strategic goals | |
| FINANCIAL IMPACT (Budgeted: Yes) | |
| Funds of $675,100 will be available in the Transportation Department budget and $150,000 will come from Individuals with Disabilities Education Act (IDEA) funds for a total of $825,100. Hillsborough County Public Schools negotiated an additional $10 per unit discount, which will result in a savings of $7,400. | |
| 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: Jean Bowman, General Manager, Procurement Department | |
| Cathy L. Valdes | Gretchen Saunders | |
| Chief Facilities Officer (813) 272-4004 |
Chief Business Officer (813) 272-4270 |
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| A 5.16 | ||
| Hillsborough County Public Schools (Florida) * Mtg.#20120410_498 (Board Meeting) * Section A Item# 5.16 | ||