HCPS FL Logo Business
Action Item
DATE: Tuesday, June 10, 2014
TO: School Board Members
FROM: MaryEllen Elia, Superintendent
SUBJECT / RECOMMENDATIONS
Accept the Lowest and Best Bid Submitted by Bartow Ford - Invitation to Bid #14054-DST Ford F350 Utility Work Trucks (Business Division)
EXECUTIVE SUMMARY
This bid was prepared at the request of the Transportation Department to purchase three Ford F350 utility trucks that would replace three existing utility trucks.  All three were purchased in 1999, have more than 166,000 miles, and estimated repair costs that exceed their trade-in value.  In lieu of piggybacking on the State of Florida motor vehicle agreement, with no awarded dealerships in the Tampa Bay area, we utilized an Invitation to Bid as a solicitation tool. The replacement of these vehicles will further the success rate of our mobile repair units for school bus on-road breakdowns, as outlined in our Transportation Improvement Plan.

Award of this contract shall be to the overall lowest responsive, responsible bidder, as specified in the bid. This recommendation has been reviewed by the Transportation Department Fleet Manager.

This is a one-time purchase.  Price will remain firm for a six-month period following Board approval.

STRATEGIC OBJECTIVES
• Align financial resources to support the district’s strategic goals • Demonstrate best financial practices
FINANCIAL IMPACT (Budgeted:  Yes)
Funds in the amount of $123,879 will be available in the general operating budget in Project 5355, Vehicles.  This purchase is based on pricing for 2014 models.  By utilizing an ITB in lieu of piggybacking the State of Florida motor vehicle agreement, the district will save $11,568.  
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
Christopher Farkas   Gretchen Saunders
Chief Facilities Officer
(813) 272-4004
  Chief Business Officer
(813) 272-4270
    A 6.45
Hillsborough County Public Schools (Florida) * Mtg.#20140610_634 (Board Meeting) * Section A Item# 6.45