HCPS FL Logo Business
Action Item
DATE: Tuesday, June 14, 2011
TO: School Board Members
FROM: MaryEllen Elia, Superintendent
SUBJECT / RECOMMENDATIONS

Accept the Lowest and Best Bid Submitted by Mears Motor Leasing - Invitation to Bid (ITB) #11063-DST Driver Education Vehicles (Business Division)

EXECUTIVE SUMMARY

This bid was prepared at the request of the Supervisor of Secondary Social Studies and Driver Education to establish fixed pricing to furnish and maintain approximately 153 mid-size passenger automobiles for use in the district's Driver Education Program for 27 high schools.

Award of this contract shall be to the lowest responsive, responsible bidder per line item, as specified in the bid.  The Supervisor of Secondary Social Studies and Driver Education has reviewed this recommendation.  

The initial term of this contract will be for a one-year period beginning August 1, 2011, with four one-year renewals.  All prices offered are firm against any increase for at least one year from the effective date. This contract may be renewed by the Superintendent 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)

The district will save an estimated $26,000 the first year as a result of the reduction in monthly rental cost per vehicle. The elimination of delivery and routine maintenance charges will save an additional $10,000 to $15,000.

Funds of approximately $425,000 will be available in the Secondary Education Budget. Year-to-date expenditures for 2010/2011 are $488,329.  Expenditures for 2009/2010 were $519,552.

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 Bowman, General Manager Procurement Department
Wynne A, Tye   Gretchen Saunders
Assistant Superintendent, Curriculum and Instruction
(813) 272-4221
  Chief Business Officer
(813) 272-4270
    A 5.48
Hillsborough County Public Schools (Florida) * Mtg.#20110614_461 (Board Meeting) * Section A Item# 5.48