HCPS FL Logo Business
Action Item
DATE: Tuesday, May 17, 2011
TO: School Board Members
FROM: MaryEllen Elia, Superintendent
SUBJECT / RECOMMENDATIONS
Accept the Proposal from Gordon Food Service - Request for Proposal (RFP) #11023-DST, Prime Vendor (Business Division)
EXECUTIVE SUMMARY
On March 9, 2011, the Procurement Department, in conjunction with Student Nutrition Services, issued an RFP for prime vendor. The district's online vendor registration system was used to notify proposers of this opportunity.  Two vendors responded and their proposals were evaluated by a committee of district personnel.  The committee recommended awarding to the highest rated vendor, Gordon Food Service.

The initial term of this contract will be for one year beginning August 1, 2011, with four one-year renewals. Student Nutrition Services establishes a market basket of approximately 340 items including condiments, snack items, and main line food products, and reviews the price point every six months.  The fixed per case delivery fee shall be firm against any increase for at least one year from effective date of the contract. The Superintendent is authorized to approve any extension agreements, per the terms of the specifications. 

STRATEGIC OBJECTIVES
• Align financial resources to support the district’s strategic goals • Demonstrate best financial practices
FINANCIAL IMPACT (Budgeted:  Yes)

Funds of approximately $20,000,000 including food and delivery fees will be available in the Student Nutrition Services Department budget for the prime vendor contract.  The reduced delivery fees will save the district $179,550 in the coming year.    

EVALUATION
Contract administration or evaluation is performed by the Project Manager (end user) and the 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 Bowman, General Manager, Procurement Department
Gwendolyn L. Luney   Gretchen Saunders
Assistant Superintendent for Student Services and Federal Programs
(813) 272-4879
  Chief Business Officer
(813) 272-4270
    A 5.07
Hillsborough County Public Schools (Florida) * Mtg.#20110517_459 (Board Meeting) * Section A Item# 5.07