HCPS FL Logo Business
Action Item
DATE: Monday, July 18, 2011
TO: School Board Members
FROM: MaryEllen Elia, Superintendent
SUBJECT / RECOMMENDATIONS
Approve Renewal Agreement for Mid Florida Armored & ATM Service, Inc. - Invitation to Bid (ITB) #10072-DST Armored Car Service (Business Division)
EXECUTIVE SUMMARY

On August 10, 2010, the Board accepted the lowest and best bid submitted by Mid Florida Armored & ATM Service, Inc., on ITB #10072-DST Armored Car Service.  This ITB was prepared at the request of the Budget Department to establish fixed pricing for armored car services. Services include collection of student nutrition deposits and internal monies from all school sites and ROSSAC.  To curtail costs, the end user has encouraged the elementary schools to cut back on the number of weekly pickups due to their low dollar amounts.  This recommendation has been reviewed by the Manager of Services and Support, Budget Department.   A more detailed review of specifications can be obtained by contacting the Procurement Department.

 

This contract was for a one-year period from August 11, 2010 to August 10, 2011, with three one-year renewals, subject to negotiations and mutual agreement.  The Superintendent is authorized to approve the renewal agreement, 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)
Expenditures were $171,441 for 2010/2011, and $263,744 for 2009/2010.  Due to increased fuel costs, the vendor has requested a rate increase from $8.90 to $9.70 (8.99%) per pickup site.  The  increase is estimated  to be $15,400.  Funds will be available in the general fund and Student Nutrition Services budgets.
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
Susan Garcia   Gretchen Saunders
Manager of Services and Support, Budget Department
(813) 272-4064
  Chief Business Officer
(813) 272-4270
    A 5.16
Hillsborough County Public Schools (Florida) * Mtg.#20110718_467 (Board Meeting) * Section A Item# 5.16