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Action Item
DATE: Thursday, April 26, 2012
TO: School Board Members
FROM: MaryEllen Elia, Superintendent
SUBJECT / RECOMMENDATIONS

Accept the Highest Ranked Proposals Submitted by Various Vendors - Request for Proposal (RFP) #11025-DST Charter Bus Service (Business Division)

EXECUTIVE SUMMARY

On November 8, 2011, the Procurement Department, at the request of the Superintendent, issued an RFP for charter bus service. This RFP shall serve as a request for qualifications.  Each of these vendors have been deemed to be compliant with the district's requisites.  Prices submitted will be used as a ceiling price.  Schools are encouraged to solicit three quotes for specific events and obtain optimal pricing. Notification will be sent out to inform schools and departments of the charter bus companies that have been approved through this process.

Ten firms responded to the RFP and a committee of district personnel evaluated their proposals.  Nine proposals moved forward through the evaluation process. The committee recommended utilizing all nine firms to ensure better response time and coverage.

The initial term of this contract shall be for a three-year period beginning April 27, 2012, with two 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 $414,143 for 2010/2011. Charter bus service is funded from each school's internal accounts, utilizing the district P-Card.
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:  Glen Lathers, Manager, Safety and Risk Management
Daniel J. Valdez   Gretchen Saunders
Deputy Superintendent
(813) 272-4166
  Chief Business Officer
(813) 272-4270
    A 5.11
Hillsborough County Public Schools (Florida) * Mtg.#20120426_499 (Board Meeting) * Section A Item# 5.11