HCPS FL Logo Business
Action Item
DATE: Tuesday, August 11, 2015
TO: School Board Members
FROM: Jeff Eakins, Superintendent
SUBJECT / RECOMMENDATIONS
Approve the Procurement Process to Obtain Certified Used Vehicles (Vans and Trucks) Based on the Lowest and Best Quote Submitted (Business Division)
EXECUTIVE SUMMARY
The purpose of this request is to allow the Procurement and Transportation Departments to provide substantial savings to the Maintenance and Security Departments and enable the rapid acquisition of available factory-certified vehicle inventory. 

The necessary vehicles include eight trucks and vans for the Maintenance Department and eight Ford Fusions for the Security Department. These will replace existing vehicles already taken out of service.  In lieu of piggybacking the State of Florida motor vehicle agreement with no awarded dealerships in the Tampa Bay area, we will utilize an Invitation to Quote (ITQ) as the solicitation tool.  

Award of the contracts shall be to the overall lowest responsive, responsible bidders, as specified in the quote. The Transportation Department will be responsible for evaluating all proposed vehicles by reviewing inspection reports, vehicle history, and visual examination.  The Procurement Department will be responsible for researching market values.  The Maintenance and Security Departments have reviewed this recommendation.

These purchases may occur over a period of several months, depending on the availability of local inventory.  
STRATEGIC OBJECTIVES
• Align financial resources to support the district's strategic goals • Demonstrate best financial practices
FINANCIAL IMPACT (Budgeted:  Yes)
Funds in the amount of $368,236 will be available in the capital and General Operating budget (Project 5355). This purchase is based on pricing for 2013/2015 models.  By utilizing an ITQ in lieu of piggybacking the State of Florida motor vehicle agreement, the district will save approximately 10 percent of the cost of a new vehicle. The savings outcome will be submitted to the Board as an Information Agenda Item.
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   Gretchen Saunders
General Manager, Procurement
(813) 272-4374		   Chief Business Officer
(813) 272-4270
    A 6.15
Hillsborough County Public Schools (Florida) * Mtg.#20150811_698 (Board Meeting) * Section A Item# 6.15