June 06, 2006
Status: Pending
Open Agenda
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 CONTRACT:
1. 20-001V – Copier Machines (additional expenditure of $4,000,000 requested; $4,000,000 previously approved on 7/26/05; $4,000,000 previously approved on 6/07/05; $1,000,000 previously approved on 5/04/04; $7,000,000 previously approved on 5/20/03; $2,000,000 previously approved on 4/29/03; $18,000,000 originally approved on 11/16/99)
It is recommended that the School Board authorize an additional expenditure of $4,000,000 to the subject contract which expired on June 30, 2005 and has been extended on a month-by-month basis with Ikon Office Solutions, Milner Document Products, Riso, Inc., and Xerox Corporation until such time as a new bid can be awarded. 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 copier machines until a new award is made for the subject contract, and will provide for an approximate total expenditure of $40,000,000 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.
B. APPROVAL FOR A RENEWAL AND AN ADDITIONAL EXPENDITURE ON THE FOLLOWING CONTRACT:
1. 23-031E – Exceptional Student Education (E.S.E.) Electronic Management System (additional expenditure of $750,000 requested; $925,000 previously approved on 7/26/05, $358,000 previously approved on 2/17/04 and $1,450,000 originally approved on 10/15/02)
It is recommended that the contract with Public Consulting Group (PCG) be renewed for an additional year from September 1, 2006 through August 31, 2007 in accordance with Special Condition 5.3 of the RFP, authorizing contract renewal; and that the School Board authorize an additional expenditure of $750,000 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 Exceptional Student Education department to continue to purchase hosting services as required through August 31, 2007, and will provide for an approximate total expenditure of $3,483,000 for the award period.
Note: This RFP is being utilized to support the collection of data needed to optimize the delivery of Special Education services to all eligible students.
C. APPROVAL OF FOURTH AMENDMENT TO AGREEMENT WITH VISTA HEALTHPLAN, INC., AND THE FIFTH AMENDMENT TO AGREEMENT WITH HUMANA, INC., ON THE FOLLOWING CONTRACT:
1. 24-009V – (RFP) Group Medical Benefits for School Board Employees (additional expenditure of $215,000,000 requested; additional expenditure of $0 requested 10/11/05; additional expenditure of $0 requested on 7/26/05; additional expenditure of $0 requested on 12/7/04; additional expenditure of $0 requested on 8/17/04; $640,000,000 originally approved on 8/19/03)
It is recommended that the attached Fourth Amendment to Agreement with Vista Healthplan, Inc. and the Fifth Amendment to Agreement with Humana, Inc. be approved. The purpose for the Fourth Amendment to Agreement with Vista Healthplan, Inc. and the Fifth Amendment to Agreement with Humana, Inc. is to add negotiated enhancements and modifications offered by both carriers to their original Agreement from January 1, 2007 through December 31, 2007. The renewal rates for the high-option plans for both Humana, Inc. and Vista Healthplans Inc. are 4.2% over the current rat es. The renewal rates for the low-option and Consumer-Driven plans are 3.2% over the current rates. It is also requested that the School Board authorize an additional expenditure of $215,000,000 to the subject contract. The amount of the recommended spending authority is available from funds already included in the District budget and will provide for an approximate total expenditure of $855,000,000 for the award period. The amendments for both the negotiated enhancements and modifications were approved by the Superintendent’s Insurance Advisory Committee at its April 27, 2006 meeting.
Items submitted for renewal approval have been evaluated to determine that satisfactory service is being 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 CONTRACT:
1. 20-001V – Copier Machines (additional expenditure of $4,000,000 requested; $4,000,000 previously approved on 7/26/05; $4,000,000 previously approved on 6/07/05; $1,000,000 previously approved on 5/04/04; $7,000,000 previously approved on 5/20/03; $2,000,000 previously approved on 4/29/03; $18,000,000 originally approved on 11/16/99)
It is recommended that the School Board authorize an additional expenditure of $4,000,000 to the subject contract which expired on June 30, 2005 and has been extended on a month-by-month basis with Ikon Office Solutions, Milner Document Products, Riso, Inc., and Xerox Corporation until such time as a new bid can be awarded. 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 copier machines until a new award is made for the subject contract, and will provide for an approximate total expenditure of $40,000,000 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.
B. APPROVAL FOR A RENEWAL AND AN ADDITIONAL EXPENDITURE ON THE FOLLOWING CONTRACT:
1. 23-031E – Exceptional Student Education (E.S.E.) Electronic Management System (additional expenditure of $750,000 requested; $925,000 previously approved on 7/26/05, $358,000 previously approved on 2/17/04 and $1,450,000 originally approved on 10/15/02)
It is recommended that the contract with Public Consulting Group (PCG) be renewed for an additional year from September 1, 2006 through August 31, 2007 in accordance with Special Condition 5.3 of the RFP, authorizing contract renewal; and that the School Board authorize an additional expenditure of $750,000 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 Exceptional Student Education department to continue to purchase hosting services as required through August 31, 2007, and will provide for an approximate total expenditure of $3,483,000 for the award period.
Note: This RFP is being utilized to support the collection of data needed to optimize the delivery of Special Education services to all eligible students.
C. APPROVAL OF FOURTH AMENDMENT TO AGREEMENT WITH VISTA HEALTHPLAN, INC., AND THE FIFTH AMENDMENT TO AGREEMENT WITH HUMANA, INC., ON THE FOLLOWING CONTRACT:
1. 24-009V – (RFP) Group Medical Benefits for School Board Employees (additional expenditure of $215,000,000 requested; additional expenditure of $0 requested 10/11/05; additional expenditure of $0 requested on 7/26/05; additional expenditure of $0 requested on 12/7/04; additional expenditure of $0 requested on 8/17/04; $640,000,000 originally approved on 8/19/03)
It is recommended that the attached Fourth Amendment to Agreement with Vista Healthplan, Inc. and the Fifth Amendment to Agreement with Humana, Inc. be approved. The purpose for the Fourth Amendment to Agreement with Vista Healthplan, Inc. and the Fifth Amendment to Agreement with Humana, Inc. is to add negotiated enhancements and modifications offered by both carriers to their original Agreement from January 1, 2007 through December 31, 2007. The renewal rates for the high-option plans for both Humana, Inc. and Vista Healthplans Inc. are 4.2% over the current rates. The renewal rates for the low-option and Consumer-Driven plans are 3.2% over the current rates. It is also requested that the School Board authorize an additional expenditure of $215,000,000 to the subject con tract. The amount of the recommended spending authority is available from funds already included in the District budget and will provide for an approximate total expenditure of $855,000,000 for the award period. The amendments for both the negotiated enhancements and modifications were approved by the Superintendent’s Insurance Advisory Committee at its April 27, 2006 meeting.
Items submitted for renewal approval have been evaluated to determine that satisfactory service is being 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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20001V (Files) | |
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23031E (Files) | |
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RFP24009V (Files) | |
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ExecutedCompleteCopy (Files) |