Business Services Action Item

DATE:	Tuesday, May 15, 2018
TO:	School Board Members
FROM:	Jeff Eakins, Superintendent
SUBJECT / RECOMMENDATIONS
Accept the Lowest Responsive, Responsible Bid Submitted by Scan Technology, Inc. - Invitation to Bid (ITB) #18015-DST-VT Mini Data Terminals (Business Services Division)
EXECUTIVE SUMMARY
On March 28, 2018, Procurement Services, in conjunction with Student Nutrition Services, issued an ITB to establish fixed pricing for the purchase of mini data terminals.  Mini data terminals are used in student lunchrooms throughout the district as a means for entering student numbers to expedite the purchase of meals and other food items. The initial term of this agreement shall be for one year, with four 1-year renewal options. There is a 30-day termination for convenience clause included in this contract. All prices offered are firm against any increase for at least one year from the effective date. This contract will be reviewed and evaluated annually and may be renewed by the Superintendent, per the terms of the specifications.
STRATEGIC OBJECTIVES
• Establish a strong foundation of financial stewardship
FINANCIAL IMPACT (Budgeted:  Yes)
Funds in the amount of $100,000 will be available in the Student Nutrition Services budget.  For tracking purposes, the project number specific to this agenda item is 9100.  As of April 19, 2018, the remaining balance less encumbrances for this line item equaled $100,000.
EVALUATION
Contract administration and evaluation is performed by the Project Manager (the "End User") and the Procurement Officer, who function as a team, by utilizing an online vendor performance report or via in-person reviews. The evaluation consists of an assessment of the vendor-provided goods and services, deliverables, and compliance with contractual requirements. The resulting data will support renewal decisions and/or alterations to a new agreement.
SUBMITTED BY:  Corey A. Murphy, General Manager, Procurement Services Mary Kate Harrison, Ph.D., General Manager, Student Nutrition Services

Christopher Farkas		Gretchen Saunders
Chief Operating Officer (813) 272-4004		Chief Business Officer (813) 272-4270
		C 6.14
Hillsborough County Public Schools (Florida) * Mtg.#20180515_878 (Board Meeting followed by Public Hearing) * Section C Item# 6.14