Business Services Action Item

DATE:	Tuesday, May 7, 2019
TO:	School Board Members
FROM:	Jeff Eakins, Superintendent
SUBJECT / RECOMMENDATIONS
Accept the Lowest Responsive, Responsible Bids from Multiple Vendors - Invitation to Bid (ITB) #19040-DST-VT Truck, Bus, and Vehicle Parts (New and Rebuilt) (Business Services Division)
EXECUTIVE SUMMARY
On March 14, 2019, Procurement Services, in conjunction with the Transportation Department, issued an ITB for new and rebuilt parts for trucks and buses. The awarded vendors will provide stock items for inventory and non-stocked original equipment parts, supplies, and equipment for vehicles maintained districtwide. Award shall be to the lowest responsive, responsible bidder by group. The General Manager of the Transportation Department has reviewed this recommendation. The award of this contract will be for a 1-year period, with four 1-year renewals. There is a 30-day termination for convenience clause included in this contract. All prices offered are firm against any increase for one year from the effective date. This contract will be reviewed and evaluated annually and may be renewed by the Superintendent, per the terms of the specifications.
STRATEGIC OBJECTIVES
• Establish a strong foundation of financial stewardship
FINANCIAL IMPACT (Budgeted:  Yes)
Funds in the amount of $3,000,000 are available in the General Fund Reserve for inventory purchases. Product is initially purchased from object 1150 and placed into Transportation inventory. As product is needed, the product and expense are both transferred to the using site. As of April 16, 2019, the remaining balance less encumbrances for this line item equaled $1,732,872.78.  Funding needed for the remainder of the contract term will be allocated in the next fiscal year.
EVALUATION
Contract administration and evaluation is performed by the Project Manager (the "End User") and the Procurement Officer, who function as a team, by utilizing an online vendor performance report or via in-person reviews. The evaluation consists of an assessment of the vendor-provided goods and services, deliverables, and compliance with contractual requirements. The resulting data will support renewal decisions and/or alterations to a new agreement.
SUBMITTED BY:  Corey A. Murphy, General Manager, Procurement Services James Beekman, General Manager, Transportation Department

Christopher Farkas		Gretchen Saunders
Deputy Superintendent, Operations (813) 272-4004		Chief Business Officer (813) 272-4270
		B 6.18
Hillsborough County Public Schools (Florida) * Mtg.#20190507_923 (Board Meeting followed by Public Hearing) * Section B Item# 6.18