HCPS FL Logo Business
Action Item
DATE: Tuesday, November 13, 2012
TO: School Board Members
FROM: MaryEllen Elia, Superintendent
Accept the Lowest and Best Bid Submitted by RDK Municipal Truck Center, Inc. - Invitation to Bid (ITB) #12163 International Grapple Truck (Business Division)
This bid was prepared at the request of the Sites and Utilities Department to establish fixed pricing for a grapple truck. The Hillsborough County Public Schools grapple truck is used for loading and hauling bulk waste. The existing grapple truck has become unusable for this purpose and currently the Sites and Utilities Department is renting a grapple truck at a cost of $5,750 a month. To avoid continuing rental costs, the purchase of a replacement grapple truck is necessary.

Repurposing the existing truck and chassis is being explored and, if possible, will be used to fulfill additional district requirements; otherwise, it will be auctioned.  RDK Municipal Truck Center will provide a free loaner truck if the new grapple should ever be out of service for more than 72 hours and reduce future rentals to a daily charge instead of weekly or monthly.

Award of this contract shall be to the lowest responsive, responsible bidder as specified in the bid. This recommendation has been reviewed by the Sites and Utilities Manager and meets the specifications provided by our Transportation Department.  This is a one-time purchase.  Price will remain firm for a 6-month period following Board approval.

• Align financial resources to support the district’s strategic goals • Demonstrate best financial practices
Funds in the amount of $107,982 have been designated in Project 5355 for this purchase.  If the existing vehicle is auctioned, proceeds will be deposited in Project 5355 to offset some of the purchase costs.
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
Cathy L. Valdes   Gretchen Saunders
Chief Facilities Officer
(813) 272-4004
  Chief Business Officer
(813) 272-4270
    A 5.08
Hillsborough County Public Schools (Florida) * Mtg.#20121113_517 (Board Meeting) * Section A Item# 5.08