August 27, 2008
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 ON THE FOLLOWING CONTRACTS:
1. 27-070X– Golf Cart Service and Repair (Additional expenditure of $0 requested; $200,000 originally approved on 10/3/06)
It is recommended that the contract with Advantage Golf Cars, Inc. be renewed for an additional year from November 1, 2008 through October 31, 2009 in accordance with Special Condition 5 which states: “The purpose of this bid is to establish a contract, at firm unit prices, for the purchase of estimated requirements for the items listed. The term of the bid shall be for approximately two years, and 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, 90 days beyond the expiration date of the final renewal period. The Board, through its Purchasing Department, will, if considering to extend, request a letter of intent to extend from each awardee, prior to the end of the current contract period. The awardee will be notified when the recommendation has been acted upon by the School Board.” This recommendation is not a request for an additional expenditure. This recommendation is based on a very good supplier evaluation. Since the date of award, the Consumer Price Index (CPI) reflects an increase of 9.3%. This recommendation will allow the Vehicle Maintenance Department to continue golf cart repairs and services through October 31, 2009.
2. 27-092X – Cleaning Wash Tanks (additional expenditure of $0 requested; $149,000 originally approved on 9/19/06)
It is recommended that the contract with Safety-Kleen Systems, Inc. be renewed for an additional year from September 4, 2008, through September 3, 2009, in accordance with Special Condition 5 which states: “The term of this contract may, upon 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 each awardee, prior to the end of the current contract period. Awardee will be notified when the recommendation has been acted upon by the School Board. All prices shall be firm for the term of the contract. The successful awardee agrees to this condition by signing this proposal.” This recommendation is based on a very good evaluation. Since the date of award, the Consumer Price Index (CPI) reflects and increase of 8%. This recommendation is not a request for an additional expenditure. This recommendation will allow the Vehicle Maintenance Department to continue purchasing cleaning of wash tanks as required through September 3, 2009.
B. APPROVAL FOR RENEWAL AND AN ADDITIONAL EXPENDITURE ON THE FOLLOWING CONTRACT:
1. 27-068X – General Repairs of Trailers (additional expenditure of $25,000 requested; $100,000 originally approved on 9/19/06)
It is recommended that the contract with Johnny’s Tractor Trailer Services be renewed for an additional year from September 1, 2008, through August 31, 2009, in accordance with Special Condition 5 which states: “The term of this contract may, upon 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 each awardee, prior to the end of the current contract period. Aw ardee will be notified when the recommendation has been acted upon by the School Board. All prices shall be firm for the term of the contract. The successful awardee agrees to this condition by signing this proposal.” This recommendation is based on a very good evaluation. Since the date of award, the Consumer Price Index (CPI) reflects and increase of 8%. Furthermore, it is recommended that the School Board authorize an additional expenditure of $25,000 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 the repair of trailers as required through August 31, 2009 and will provide for an approximate total expenditure of $125,000 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 ON THE FOLLOWING CONTRACTS:
1. 27-070X– Golf Cart Service and Repair (Additional expenditure of $0 requested; $200,000 originally approved on 10/3/06)
It is recommended that the contract with Advantage Golf Cars, Inc. be renewed for an additional year from November 1, 2008 through October 31, 2009 in accordance with Special Condition 5 which states: “The purpose of this bid is to establish a contract, at firm unit prices, for the purchase of estimated requirements for the items listed. The term of the bid shall be for approximately two years, and 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, 90 days beyond the expiration date of the final renewal period. The Board, through its Purchasing Department, will, if considering to extend, request a letter of intent to extend from each awardee, prior to the end of the current contract period. The awardee will be notified when the recommendation has been acted upon by the School Board.” This recommendation is not a request for an additional expenditure. This recommendation is based on a very good supplier evaluation. Since the date of award, the Consumer Price Index (CPI) reflects an increase of 9.3%. This recommendation will allow the Vehicle Maintenance Department to continue golf cart repairs and services through October 31, 2009.
2. 27-092X – Cleaning Wash Tanks (additional expenditure of $0 requested; $149,000 originally approved on 9/19/06)
It is recommended that the contract with Safety-Kleen Systems, Inc. be renewed for an additional year from September 4, 2008, through September 3, 2009, in accordance with Special Condition 5 which states: “The term of this contract may, upon 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 each awardee, prior to the end of the current contract period. Awardee will be notified when the recommendation has been acted upon by the School Board. All prices shall be firm for the term of the contract. The successful awardee agrees to this condition by signing this proposal.” This recommendation is based on a very good evaluation. Since the date of award, the Consumer Price Index (CPI) reflects and increase of 8%. This recommendation is not a request for an additional expenditure. This recommendation will allow the Vehicle Maintenance Department to continue purchasing cleaning of wash tanks as required through September 3, 2009.
B. APPROVAL FOR RENEWAL AND AN ADDITIONAL EXPENDITURE ON THE FOLLOWING CONTRACT:
1. 27-068X – General Repairs of Trailers (additional expenditure of $25,000 requested; $100,000 originally approved on 9/19/06)
It is recommended that the contract with Johnny’s Tractor Trailer Services be renewed for an additional year from September 1, 2008, through August 31, 2009, in accordance with Special Condition 5 which states: “The term of this contract may, upon 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 each awardee, prior to the end of the current contract period. Awardee will be notified when the recommendation has been acted upon by the School Board. All prices shall be firm for the term of the contract. The successful awardee agrees to this condition by signing this proposal.” This recommendation is based on a very good evaluation. Since the date of award, the Consumer Price Index (CPI) reflects and increase of 8%. Furthermore, it is recommended that the School Board authorize an additional expenditure of $25,000 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 the repair of trailers as required through August 31, 2009 and will provide for an approximate total expenditure of $125,000 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 One: Student Achievement (2008-2011) |
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
 |
29010R (Files) | |
|
|
29055T (Files) | |
|
|
27068X (Files) | |
|
|
ExecutedARF (Files) |