June 06, 2006
Status: Pending
Approve additional expenditures on previously approved term contracts as shown below. The recommendations are requests for additional expenditures only and do not require any changes to the district budget.
A. APPROVAL FOR AN ADDITIONAL EXPENDITURE ON THE FOLLOWING CONTRACTS:
1. 22-164E – Copier Machines; Duplicating/Printing/Copy Equipment (additional expenditure of $400,000 requested; $500,000 previously approved on 9/21/04; $400,000 previously approved on 5/20/03; $250,000 originally approved on 10/16/01)
It is recommended that the School Board authorize an additional expenditure of $400,000 to the subject contract. The amount of the recommended spending authority is available from funds already included in the District budget. This recommendation will allow schools, departments and centers to continue leasing Xerox copiers as required through September 30, 2006 or as renewed, and will provide for an approximate total expenditure of $1,550,000 for the award period.
Note: This additional expenditure is requested in order to allow schools, departments and centers the ability to continue leasing copier machines for the start of the new fiscal year. An Invitation to Bid is being currently written to incorporate new specification changes for this commodity. The Putnam County Commissioners bid was piggybacked to replace copier machines removed by defaulted Accelerated Business Solutions.
2. 23-045B – Speech and Language Therapy Services (additional expenditure $250,000 requested; $1,000,000 previously approved 5/17/05; $800,000 previously approved 9/21/04; $550,000 previously approved on 11/04/03; $650,000 originally approved on 10/01/02)
It is recommended that the School Board authorize an additional expenditure of $250,000 to the subject contract. The amount of the recommended spending authority is available from funds already included in the District budget. This recommendation will allow schools, departments and centers to continue purchasing speech and language therapy services through June 30, 2006, and will provide for an approximate total expenditure of $3,250,000 for the award period.
B. APPROVAL FOR A RENEWAL ON THE FOLLOWING CONTRACTS:
1. 23-041N – (RFP) Financial Advisory Services (additional expenditure of $0; $0 requested on 5/3/05; $0 originally approved on 7/30/02)
It is recommended that the contract with Public Financial Management, Inc. and Fidelity Financial Services, L.C. to serve as Co-Financial Advisors be renewed for an additional year from September 3, 2006 through September 2, 2007, in accordance with General Condition 5.3 of the RFP, authorizing contract renewal. This recommendation is not a request for an additional expenditure. This recommendation will allow the Treasurer’s Office to continue purchasing financial advisory services as required through September 2, 2007.
NOTE: Fees will be paid from proceeds of financings completed. There is no financial impact to the District.
C. APPROVAL FOR A RENEWAL AND AN ADDITIONAL EXPENDITURE ON THE FOLLOWING CONTRACT:
1. 25-014B – Service and Repair of Commercial and Domestic Sewing Machines (additional expenditure $100,000 requested; $150,000 originally approved on 6/15/04)
It is recommended that the contract with Ace Sewing & Vacuum be renewed for an additional year from July 1, 2006 through June 30, 2007 in accordance with Special Condition 5 of the bid, authorizing contract renewal; and that the School Board authorize an additional expenditure of $100,000 to the subject contract. The amount of the recommended spending authority is available from funds already included in the District budget. This recommendation will allow the Family and Consumer Sciences Department to continue purchasing the service and repair of sewing machines as required through June 30, 2007 , and will provide for an approximate total expenditure of $250,000 for the award period.
D. APPROVAL FOR A RENEWAL AND APPROVAL OF FOURTH AMENDMENT TO AGREEMENT WITH VISTA HEALTHPLAN, INC., ON THE FOLLOWING CONTRACT:
1. 24-088V – (RFP) Kid’s Health Insurance for School Board Employee Dependents (additional expenditure of $0 requested; $0 previously approved on July 26, 2005; $0 previously approved on 10/11/05; $0 originally approved on 11/4/03)
It is recommended that the contract with Vista Healthplan, Inc. be renewed for an additional year from January 1, 2007 through December 31, 2007, and that the Fourth Amendment to Agreement with Vista Healthplan, Inc. be approved. The purpose of the Fourth Amendment to Agreement is to provide a redesigned Basic Kid’s Plan with a premium reduction and a zero percent increase on the Enhanced Kid’s Plan. This amendment was approved by the Superintendent’s Insurance Advisory Committee at its April 27, 2006 meeting. This insurance is paid for by the employee and is not a request for spending authority.
Items submitted for renewal approval have been evaluated to determine that satisfactory service is provided, and that the contract prices are currently the best value based on current vendor prices, comparable prices from other agencies and/or the Consumer Price Index (CPI) data. Recommendations are being made for additional expenditures on previously approved term contracts. These recommendations are requests for additional expenditures only, and the amount is available from funds already included in the District budget. These recommendations authorize additional expenditures until the expiration date of each contract, at which time the contract will be re-bid according to Board Policy unless the contract is renewed per the terms and conditions of the bidding documents.
These recommendations for additional spending authority will be funded from available funds already included in various school/department/center budgets or as described in the Summary Explanation and Background.
Requested Action
Approve additional expenditures on previously approved term contracts as shown below. The recommendations are requests for additional expenditures only and do not require any changes to the district budget.
Summary
A. APPROVAL FOR AN ADDITIONAL EXPENDITURE ON THE FOLLOWING CONTRACTS:
1. 22-164E – Copier Machines; Duplicating/Printing/Copy Equipment (additional expenditure of $400,000 requested; $500,000 previously approved on 9/21/04; $400,000 previously approved on 5/20/03; $250,000 originally approved on 10/16/01)
It is recommended that the School Board authorize an additional expenditure of $400,000 to the subject contract. The amount of the recommended spending authority is available from funds already included in the District budget. This recommendation will allow schools, departments and centers to continue leasing Xerox copiers as required through September 30, 2006 or as renewed, and will provide for an approximate total expenditure of $1,550,000 for the award period.
Note: This additional expenditure is requested in order to allow schools, departments and centers the ability to continue leasing copier machines for the start of the new fiscal year. An Invitation to Bid is being currently written to incorporate new specification changes for this commodity. The Putnam County Commissioners bid was piggybacked to replace copier machines removed by defaulted Accelerated Business Solutions.
2. 23-045B – Speech and Language Therapy Services (additional expenditure $250,000 requested; $1,000,000 previously approved 5/17/05; $800,000 previously approved 9/21/04; $550,000 previously approved on 11/04/03; $650,000 originally approved on 10/01/02)
It is recommended that the School Board authorize an additional expenditure of $250,000 to the subject contract. The amount of the recommended spending authority is available from funds already included in the District budget. This recommendation will allow schools, departments and centers to continue purchasing speech and language therapy services through June 30, 2006, and will provide for an approximate total expenditure of $3,250,000 for the award period.
B. APPROVAL FOR A RENEWAL ON THE FOLLOWING CONTRACTS:
1. 23-041N – (RFP) Financial Advisory Services (additional expenditure of $0; $0 requested on 5/3/05; $0 originally approved on 7/30/02)
It is recommended that the contract with Public Financial Management, Inc. and Fidelity Financial Services, L.C. to serve as Co-Financial Advisors be renewed for an additional year from September 3, 2006 through September 2, 2007, in accordance with General Condition 5.3 of the RFP, authorizing contract renewal. This recommendation is not a request for an additional expenditure. This recommendation will allow the Treasurer’s Office to continue purchasing financial advisory services as required through September 2, 2007.
NOTE: Fees will be paid from proceeds of financings completed. There is no financial impact to the District.
C. APPROVAL FOR A RENEWAL AND AN ADDITIONAL EXPENDITURE ON THE FOLLOWING CONTRACT:
1. 25-014B – Service and Repair of Commercial and Domestic Sewing Machines (additional expenditure $100,000 requested; $150,000 originally approved on 6/15/04)
It is recommended that the contract with Ace Sewing & Vacuum be renewed for an additional year from July 1, 2006 through June 30, 2007 in accordance with Special Condition 5 of the bid, authorizing contract renewal; and that the School Board authorize an additional expenditure of $100,000 to the subject contract. The amount of the recommended spending authority is available from funds already included in the District budget. This recommendation will allow the Family and Consumer Sciences Department to continue purchasing the service and repair of sewing machines as required through June 30, 2007, and will provide for an approximate total expenditure of $250,000 for the award period.
D. APPROVAL FOR A RENEWAL AND APPROVAL OF FOURTH AMENDMENT TO AGREEMENT WITH VISTA HEALTHPLAN, INC., ON THE FOLLO WING CONTRACT:
1. 24-088V – (RFP) Kid’s Health Insurance for School Board Employee Dependents (additional expenditure of $0 requested; $0 previously approved on July 26, 2005; $0 previously approved on 10/11/05; $0 originally approved on 11/4/03)
It is recommended that the contract with Vista Healthplan, Inc. be renewed for an additional year from January 1, 2007 through December 31, 2007, and that the Fourth Amendment to Agreement with Vista Healthplan, Inc. be approved. The purpose of the Fourth Amendment to Agreement is to provide a redesigned Basic Kid’s Plan with a premium reduction and a zero percent increase on the Enhanced Kid’s Plan. This amendment was approved by the Superintendent’s Insurance Advisory Committee at its April 27, 2006 meeting. This insurance is paid for by the employee and is not a request for spending authority.
Items submitted for renewal approval have been evaluated to determine that satisfactory service is provided, and that the contract prices are currently the best value based on current vendor prices, comparable prices from other agencies and/or the Consumer Price Index (CPI) data. Recommendations are being made for additional expenditures on previously approved term contracts. These recommendations are requests for additional expenditures only, and the amount is available from funds already included in the District budget. These recommendations authorize additional expenditures until the expiration date of each contract, at which time the contract will be re-bid according to Board Policy unless the contract is renewed per the terms and conditions of the bidding documents.
School Board Goals
| Goal 3 - All operations of the school system will demonstrate best practices while supporting student achievement. |
Financial Impact
These recommendations for additional spending authority will be funded from available funds already included in various school/department/center budgets or as described in the Summary Explanation and Background.
Source of Additional Information
Donnie Carter 754 321-2610
Associated File Attachments
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22164E (Files) | |
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23045B (Files) | |
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RFP23041N (Files) | |
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25014B (Files) | |
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RFP24088V (Files) | |
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ExecutedCompleteCopy (Files) |