Business Services Action Item

DATE:	Tuesday, July 30, 2019
TO:	School Board Members
FROM:	Jeff Eakins, Superintendent
SUBJECT / RECOMMENDATIONS
Approve the Piggyback of the Agreement Between Ray and Associates, Inc. and The School Board of Marion County, Florida - Request for Proposal with Invitation to Negotiate (RFP) #3748RC - Superintendent Search Services (Business Services Division)
EXECUTIVE SUMMARY
At the board workshop on Thursday, June 20, 2019, the board directed staff to research the possibility of bringing a piggyback contract to the board or issuing a Request for Proposal (RFP) for the selection of a search firm to assist with the recruitment of a Superintendent.  The intent of staff was to bring several piggyback options to the board in order for the board to choose a search firm.  After extensive research, staff discovered only one contact was eligible for piggybacking.  On June 11, 2019, The School Board of Marion County, Florida entered into an agreement with Ray and Associates, Inc. for Superintendent Search Services. Hillsborough County Public Schools will be piggybacking this agreement in its entirety.  The initial term of this contract expires on June 30, 2020. Piggyback agreements may be terminated at any time.  The board also has the option of issuing an RFP.  Attached to this agenda item is a timeline and draft scope of work for the RFP, if that option is chosen.   In accordance with the Florida Department of Education Purchasing Policy 6A-1.012(6), in lieu of requesting competitive solicitations (Invitations to Bid (ITB), Requests for Proposals (RFP), or Invitations to Negotiate (ITN)), from three or more sources, district school boards may make purchases at or below the specified prices from contracts awarded by other city or county governmental agencies, or other district school boards, community colleges, federal agencies, or the public or governmental agencies of any state. As defined by the National Institute for Governmental Purchasing (NIGP), "piggybacks" are a form of intergovernmental cooperative purchasing best practice. NIGP's established standard states that public procurement should consider the use of piggybacks and cooperative contracts to lower prices and administrative costs, as they can be a more effective and efficient use of time and resources because the other entity has already completed the competitive process.
STRATEGIC OBJECTIVES
All Strategic Objectives
FINANCIAL IMPACT (Budgeted:  Yes)
Funds in in the amount of $45,000 will be available in the General Fund budget.
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

		Gretchen Saunders
		Chief Business Officer (813) 272-4270
		C 6.28
Hillsborough County Public Schools (Florida) * Mtg.#20190730_928 (Board Meeting followed by Public Hearing) * Section C Item# 6.28