HCPS FL Logo Business
Action Item
DATE: Tuesday, April 10, 2012
TO: School Board Members
FROM: MaryEllen Elia, Superintendent
SUBJECT / RECOMMENDATIONS
Accept the Lowest and Best Bids Submitted by Various Vendors - Invitation to Bid (ITB) #12010-DST Towing Services (Business Division)
EXECUTIVE SUMMARY

This bid was prepared at the request of the Transportation Department to establish fixed pricing for towing services of district vehicles such as passenger cars, trucks, vans, buses, and lawn equipment.

Award of this contract shall be to the lowest responsive bid/responsible bidders, per line item, who best meet the terms and conditions of the bid. The primary vendor will be expected to respond to the majority of calls. However, in the event that the primary vendor is unable to perform within the time required, this bid allows for an alternate vendor to be called.  Alternate vendors have agreed to match pricing of the primary vendor for each line item. This recommendation has been reviewed by the Transportation Department’s Fleet Manager. 

The initial term of this contract shall be for a one-year period beginning April 16, 2012, with four one-year renewals. All prices offered are firm against any increase for at least one year from the effective date. This contract may be renewed by the Superintendent, 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)
Expenditures were $96,000 for 2010/2011, and $94,600 for 2009/2010.
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 5.18
Hillsborough County Public Schools (Florida) * Mtg.#20120410_498 (Board Meeting) * Section A Item# 5.18