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Action Item
DATE: Tuesday, January 21, 2014
TO: School Board Members
FROM: MaryEllen Elia, Superintendent
SUBJECT / RECOMMENDATIONS
Accept the Selection of School Bus Consultants, Inc. – Request for Proposal (RFP) #13104-DST Transportation Consultant (Business Division)
EXECUTIVE SUMMARY
On August 27, 2013, the School Board requested that the Procurement Department, in conjunction with the Transportation Department (Attachment 1), issue an RFP for transportation consultant services.  The purpose of the RFP (Attachment 2) was to obtain an outside consultant, who is an expert in the transportation field, to provide various recommendations.

School Bus Consultants, Inc. (SBC) was the sole responder to this RFP (Attachment 3).  In accordance with the Florida Department of Education Purchasing Policies Rule 6A-1.012(12) (c), if less than two responsive proposals are received, the School Board may negotiate on the best terms and conditions.  SBC agreed to an across-the-board discount for services. 

When the RFP was released, it had a few minor irregularities in the numbering system for paragraph identifiers.  As of December 10, 2013, SBC acknowledged the numbering mistakes on the cost schedule, admitted they had no negative impact, and provided further clarification (Attachment 4).

This contract will not exceed $79,800 and may be less depending on continued discussions regarding the solutions required.  Each solution will have a cost that is a combination of the solution line item cost (Attachment 4) and some expense incurred as part of the required assessment/analysis of the current state of our Transportation Department.  For example, if we choose to move forward with the bus purchase, it would be the combined costs of the $10,000 bus purchase solution plus the assessment of our current yellow fleet at $7,500 and some portion of the initial assessment and cost analysis fee.  The applicable portions of SBC's response are included to support our recommendation (Attachment 5).  This award will not result in a final contract until input is received from the upcoming School Board workshop and the solution request is firm; at which point final contract and scope of work will come back to the Board.

STRATEGIC OBJECTIVES
• Align financial resources to support the district’s strategic goals • Demonstrate "best practices" in all aspects of safety including students, employees, visitors, facilities, transportation, and health
FINANCIAL IMPACT (Budgeted:  Yes)
This agreement represents $79,800 for the payment of all services identified in the attached cost schedule (Attachment 4).  Funding for this purchase is included in the Division of Facilities/Transportation Department budget. The Procurement Department has obtained a best and final offer to generate a cost avoidance of $9,700.
EVALUATION
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 6.13
Hillsborough County Public Schools (Florida) * Mtg.#20140121_624 (Board Meeting) * Section A Item# 6.13