Business Services Action Item

DATE:	Tuesday, September 10, 2019
TO:	School Board Members
FROM:	Jeff Eakins, Superintendent
SUBJECT / RECOMMENDATIONS
Accept the Qualified Proposals Submitted by Various Vendors - Request for Qualifications (RFQ) #19099-MST-IV Charter Bus Services (Business Services Division)
EXECUTIVE SUMMARY
On May 17, 2019, Procurement Services, in conjunction with the Risk Management and Safety Office, issued an RFQ for multiple vendors to provide charter bus services, as needed, for in county and out of county travel for field trips and various extracurricular activities. Minimum qualifications include the firms' safety program information, adherence to federal motor carrier safety regulations, drug and alcohol policy standards, and a review of drivers' State of Florida Motor Vehicle Records. The district reserves the right to open this RFQ as needed to maintain or increase the pool of qualified contractors, if deemed necessary.  This recommendation has been reviewed by the Director of Risk Management and Safety. The initial term of this contract will be for a 3-year period, with two 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 at least three years from the effective date. This contract will be reviewed and evaluated and may be renewed by the Superintendent, per the terms of the specifications.
STRATEGIC OBJECTIVES
• Establish a strong foundation of financial stewardship • Demonstrate "best practices" in all aspects of safety: student, employee, visitor, facility, transportation, and health
FINANCIAL IMPACT (Budgeted:  Yes)
Because charter bus service for extracurricular activities is funded from various district accounts including individual schools' internal accounts and grant funds, there is not one specific project number assigned for these purchases.  Annual expenditures are estimated to be $800,000.
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 Corries Culpepper, Director, Safety & Risk Management

Christopher Farkas		Gretchen Saunders
Deputy Superintendent, Operations (813) 272-4004		Chief Business Officer (813) 272-4270
		B 6.16
Hillsborough County Public Schools (Florida) * Mtg.#20190910_930 (Board Meeting followed by Public Hearing) * Section B Item# 6.16