HCPS FL Logo Business
Action Item
DATE: Tuesday, December 10, 2013
TO: School Board Members
FROM: MaryEllen Elia, Superintendent
SUBJECT / RECOMMENDATIONS
Approve the Piggyback between American Logistics Company (ALC) and the School District of St. Lucie County RFP# 11‐23 Pupil Transportation Services (Business Division)
EXECUTIVE SUMMARY
On July 30, 2013, the School Board acknowledged and approved the Homeless Education and Literacy Project (HELP).  The HELP program follows the guidelines and provides leadership and advocacy in accordance with the federal McKinney-Vento Homeless Assistance Act.  Children and youth who fit the federal definition of homelessness under the McKinney-Vento Act have the right to remain at their school of origin or enroll in their neighborhood school for the duration of the academic school year with transportation to and from school, if feasible.

ALC will provide services for the district’s special transportation requirements by using a combination of buses and special needs vans/sedans to transport McKinney-Vento trips.  Using a combination of large and small capacity vehicles allows the district to minimize dollars paid for unused capacity and allow flexibility to expand and contract the fleet size to accommodate changing requirements of our students.

In accordance with Florida Department of Education, Purchasing Policy 6A-1.012(6) in lieu of requesting competitive solicitations from three or more sources, district school boards may make purchases at or below the specified prices from contracts awarded by other city or county governmental agencies, other district school boards.

STRATEGIC OBJECTIVES
• Align financial resources to support the district’s strategic goals • Demonstrate best financial practices • Demonstrate "best practices" in all aspects of safety including students, employees, visitors, facilities, transportation, and health
FINANCIAL IMPACT (Budgeted:  Yes)
Funds of approximately $250,000 are available in the Transportation Department budget, as needed.   The HELP program has donated funds of $45,000.  The Procurement Department has negotiated additional discounts. The Transportation Department has worked with ALC to minimize redundancy, generating a cost avoidance of approximately $700 per day.
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
Cathy L. Valdes   Gretchen Saunders
Chief Facilities Officer
(813) 272-4004
  Chief Business Officer
(813) 272-4270
    A 6.40
Hillsborough County Public Schools (Florida) * Mtg.#20131210_604 (Board Meeting) * Section A Item# 6.40