June 19, 2007
Status:
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 RENEWAL AND AN ADDITIONAL EXPENDITURE ON THE FOLLOWING CONTRACT:
1. 22-012N – (RFP) Actuarial Services (additional expenditure of $20,000 requested, $0 requested on 4/18/06, and $75,000 originally approved on 5/15/01)
It is recommended that the contract with AMI Risk Consultants, Inc. be renewed for an additional year from July 1, 2007 through June 30, 2008 in accordance with Special Condition 7.4 of the RFP, authorizing contract extension which states, “The purpose of this RFP is to establish a contract beginning July 1, 2001, or date of award, or whichever is later and continuing through June 30, 2006. The term of this contract may, by mutual agreement between SBBC and the awardee, upon final School Board approval, be extended for two additional one year periods and, if needed, ninety days beyond the expiration date of the final renewal period. The Board, through its Supply Management and Logistics Department, will, if considering to renew, request a letter of intent to renew from the awardee, prior to the end of the current contract period. The awardee will be notified when the recommendation has been acted upon by SBBC. All prices shall be firm for the term of the contract. The successful awardee agrees to this condition by signing this proposal”; and that the School Board authorize an additional expenditure of $20,000 to the subject contract. This recommendation is based on an excellent supplier evaluation. Since the date of award, the Consumer Price Index (CPI) reflects an increate of 17.1%. This recommendation will allow the Risk Management Department to continue purchasing actuarial services as required through June 30, 2008, and will provide for an approximate total expenditure of $95,000 for the award period.
B. APPROVAL FOR AN ADDITIONAL EXPENDITURE ON THE FOLLOWING CONTRACT:
1. 25-162X – Petroleum Products, Oils, Lubes and Greases (additional expenditure of $150,000 requested; $100,000 previously approved on 10/17/06 and $149,500 originally approved on 4/26/05)
It is recommended that the School Board authorize an additional expenditure of $150,000 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 Vehicle Maintenance Department to continue purchasing petroleum products, oils, lubes and greases as required through March 27, 2008, and will provide for an approximate total expenditure of $399,500 for the award period.
Items submitted for renewal approval have been evaluated by user departments and schools, and determined 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 RENEWAL AND AN ADDITIONAL EXPENDITURE ON THE FOLLOWING CONTRACT:
1. 22-012N – (RFP) Actuarial Services (additional expenditure of $20,000 requested, $0 requested on 4/18/06, and $75,000 originally approved on 5/15/01)
It is recommended that the contract with AMI Risk Consultants, Inc. be renewed for an additional year from July 1, 2007 through June 30, 2008 in accordance with Special Condition 7.4 of the RFP, authorizing contract extension which states, “The purpose of this RFP is to establish a contract beginning July 1, 2001, or date of award, or whichever is later and continuing through June 30, 2006. The term of this contract may, by mutual agreement between SBBC and the awardee, upon final School Board approval, be extended for two additional one year periods and, if needed, ninety days beyond the expiration date of the final renewal period. The Board, through its Supply Management and Logistics Department, will, if considering to renew, request a letter of intent to renew from the awardee, prior to the end of the current contract period. The awardee will be notified when the recommendation has been acted upon by SBBC. All prices shall be firm for the term of the contract. The successful awardee agrees to this condition by signing this proposal”; and that the School Board authorize an additional expenditure of $20,000 to the subject contract. This recommendation is based on an excellent supplier evaluation. Since the date of award, the Consumer Price Index (CPI) reflects an increate of 17.1%. This recommendation will allow the Risk Management Department to continue purchasing actuarial services as required through June 30, 2008, and will provide for an approximate total expenditure of $95,000 for the award period.
B. APPROVAL FOR AN ADDITIONAL EXPENDITURE ON THE FOLLOWING CONTRACT:
1. 25-162X – Petroleum Products, Oils, Lubes and Greases (additional expenditure of $150,000 requested; $100,000 previously approved on 10/17/06 and $149,500 originally approved on 4/26/05)
It is recommended that the School Board authorize an additional expenditure of $150,000 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 Vehicle Maintenance Department to continue purchasing petroleum products, oils, lubes and greases as required through March 27, 2008, and will provide for an approximate total expenditure of $399,500 for the award period.
Items submitted for renewal approval have been evaluated by user departments and schools, and determined 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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22012N RFP (Files) | |
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25162X (Files) | |
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ExecutedARF (Files) |