Hillsborough County Public Schools Business
Action Item

DATE: Tuesday, August 11, 2009
TO: School Board Members
FROM: MaryEllen Elia, Superintendent

SUBJECT / RECOMMENDATIONS

Approve Contractual Agreement with Collegiate Services, Inc. for Instructional Materials Transportation Services (Business Division)

EXECUTIVE SUMMARY

On October 21, 2008, the Procurement Department requested the Hillsborough County Public School Board approve Collegiate Service, Inc. (Agenda Item A5.08) as a sole-source supplier. Collegiate Services, Inc. (CSI) offers a program entitled, "TextFreight!" that asserts reductions in shipping costs between publishers and the Hillsborough County Public Schools (HCPS) sites receiving books. Our initial research demonstrated HCPS pays, on average, 7.0% for freight as a percent to total book expenditures; CSI proposed 3.9%. Book expenditures include both instructional materials (objects 521-528) and book purchases utilizing other coding.

The Board Agenda Item further mentioned we would be conducting a pilot program to determine savings. Over a period of six months, we tracked the purchases and shipments for eighteen publishers and confirmed savings. Projected savings, based on 2008/2009 expenditures with publishers where HCPS paid in excess of 3.9% freight, are estimated to be $114,000.

ANNUAL DISTRICT GOAL(S) AND CRITICAL SUCCESS FACTOR(S)

* Align financial resources to support the district’s strategic goals

FINANCIAL IMPACT (Budgeted: Yes)

Approximately $160,000 will be available for freight expenditures in the General Fund.

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 R. Bowman
General Manager, Procurement
813-272-4374
Gretchen Saunders
Chief Business Officer
813-272-4270
A 5.16
Hillsborough County Public Schools (Florida) * Mtg.#20090811_358 * Section A Item# 5.16