Business Services Information Item

DATE:	Tuesday, January 15, 2019
TO:	School Board Members
FROM:	Jeff Eakins, Superintendent
SUBJECT / RECOMMENDATIONS
Hillsborough County Public Schools' (HCPS) Agreement with Staples Contract & Commercial, Inc. (Staples) (Business Services Division)
EXECUTIVE SUMMARY
On August 1, 2018, the Board approved the piggyback agreement between Lodi, CA Unified School District and Staples for the purchase of office, school, and other workplace-related supplies and services.  After successful training and contract implementation, all school and district sites began purchasing from Staples on September 1, 2018, for their office and school supply needs.  For the months of September, October, and November 2018, sales, rebates, and donations are as follows: The 5 percent rebate on first quarter sales totaled $55,501. An additional 5 percent quick start rebate for the first two months of the contract, September and October, totaled $41,391. The Staples/HCPS Students Program provides for the donation of $120,000 in free product to be received quarterly.  On October 5, 2018, we received our first truckload of 26 pallets of product.  Supplies and equipment including pocket folders, white and colored paper, and post-it notes have been distributed districtwide. Staples attended a fall districtwide bookkeeper council, handing out 1,000 Avery sample bags at a value of $33,800. 13,875 BIC sample bags, at a value of $107,364, are being delivered to school sites as our new local representative meets with each location. Sales, rebates, and donations will continue to be monitored for adherence to the contract and quality service to all district sites.
STRATEGIC OBJECTIVES
• Establish a strong foundation of financial stewardship
FINANCIAL IMPACT (Budgeted:  Yes)
The first quarter of the agreement had expenditures of $1,110,020.  As these commodities are purchased throughout the district, there is not one specific project number assigned for the purchases.
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		Gretchen Saunders
General Manager, Procurement Services (813) 272-4374		Chief Business Officer (813) 272-4270
		C 11.03
Hillsborough County Public Schools (Florida) * Mtg.#20190115_916 (Board Meeting followed by Public Hearing) * Section C Item# 11.03