HCPS FL Logo Business
Action Item
DATE: Tuesday, July 16, 2013
TO: School Board Members
FROM: MaryEllen Elia, Superintendent
SUBJECT / RECOMMENDATIONS
Accept the Highest Ranking Proposal from Mears Motor Leasing – Request for Proposal (RFP) #13014-DST Driver Education Cars and Multi-Passenger Vehicle (Business Division)
EXECUTIVE SUMMARY
On May 15, 2013, the Procurement Department, in conjunction with the Visually Impaired Programs Coordinator and the Supervisor of Secondary Social Studies and Driver Education, issued an RFP to lease 153 automobiles and 1 multi-purpose vehicle (MVP/Mini-van).  Three firms responded and a committee of district personnel evaluated their proposals.  After presentations and questions, the committee recommended awarding to the top-ranked firm.

The purpose of this RFP was to establish a lease option to provide automobiles for use in the district's Driver Education Program for its 27 high schools and 1 mini-van for the Visually Impaired Programs to conduct community-based instruction in orientation and mobility.

Executive summary continued on attachment.

STRATEGIC OBJECTIVES
• Align financial resources to support the district’s strategic goals • Demonstrate best financial practices
FINANCIAL IMPACT (Budgeted:  Yes)
Expenditures for the driver education cars were $580,176 for 2012/2013 and $401,475 for 2011/2012. First year funds of approximately $407,592 will be available in the Secondary Education Budget.  Expenditures for the Visually Impaired Programs van were $7,081 for 2012/2013 and $6,900 for 2011/2012.  First year funds of approximately $6,972 will be available to the Visually Impaired Programs through the IDEA grant.

Exercising the option to renew this agreement with the same vehicles, in years two through five, will result in an approximate overall savings to the district of $1,048,219. (Year 1 savings: $172,727; Year 2 savings: $199,911; Year 3 savings: $215,579; Year 4 savings: $224,963; Year 5 savings: $236,039).

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, Assistant Superintendent   Gretchen Saunders
Curriculum and Instruction
(813) 272-4221
  Chief Business Officer
(813) 272-4270
    A 6.19
Hillsborough County Public Schools (Florida) * Mtg.#20130716_591 (Board Meeting) * Section A Item# 6.19