HCPS FL Logo Business Services
Action Item
DATE: Tuesday, July 19, 2016
TO: School Board Members
FROM: Jeff Eakins, Superintendent
SUBJECT / RECOMMENDATIONS
Approve the Contract with Education Logistics, Inc. (Edulog) for Automatic Vehicle Locator Services (Business Services Division)
EXECUTIVE SUMMARY
On August 12, 2014, the Board approved the utilization of Edulog licenses to include routing and planning, field trip management, and web query software. The Edulog Software System allows for defining routes and bus stops with Geocode Maps. If approved, the Transportation Department will transition from its current Automatic Vehicle Locator (AVL) provider to the Edulog AVL. The new AVL will allow for full integration with the district’s Edulog bus routing system and provide the Transportation Department with the ability to review bus speeds and delays in real-time, a feature not available in the current AVL. This real-time data will enhance the district's reporting, analysis, and communications capabilities to improve fuel usage, student safety, and overall bus service efficiency.  With the utilization of the Edulog AVL system on district buses, all district white fleet vehicles including trucks, vans, and cars, will convert to the new Edulog AVL system, as well.  This agreement is valid up to 5 years with a 60-day termination for convenience clause. 

In accordance with Florida Department of Education Purchasing Rule 6A-1.012(14), Information Technology, as defined in Section 282.0041(15), F.S., is exempt from the competitive solicitation process and acquisitions may be made by direct negotiation and contract with a vendor or supplier, as best fits the needs of the school district as determined by the district School Board.
STRATEGIC OBJECTIVES
• Establish a strong foundation of financial stewardship
FINANCIAL IMPACT (Budgeted:  Yes)
Funds in the amount of $148,335.00 will be available in the 2016/2017 Transportation Department budget. For tracking purposes, the project number specific to this agenda item is 5380. There will be no increase for the first three years of this contract. For years four through five, the annual fees will be adjusted based on the Consumer Price Index not to exceed an increase of 1.5 percent in any given year.
EVALUATION
Contract administration or evaluation is performed by the Project Manager (end user) and Procurement Officer, who function as a team. Reviews are performed annually 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:  Corey A. Murphy, General Manager, Procurement Services
Christopher Farkas, Chief Operating Officer
Gretchen Saunders   Dr. Alberto Vázquez
Chief Business Officer
(813) 272-4270		   Chief of Staff
(813) 272-4986
    C 6.18
Hillsborough County Public Schools (Florida) * Mtg.#20160719_764 (Board Meeting) * Section C Item# 6.18