HCPS FL Logo Business Services
Action Item
DATE: Tuesday, April 04, 2017
TO: School Board Members
FROM: Jeff Eakins, Superintendent
SUBJECT / RECOMMENDATIONS
Accept the Piggyback of the National Intergovernmental Purchasing Alliance (National IPA) contract between the City of Tamarac, Florida and Office Depot, Inc., Request for Proposal (RFP) #13-23R (Business Services Division
EXECUTIVE SUMMARY
On April 17, 2017, the State of Florida’s Department of Management Services (DMS) office supply contract, currently utilized by Hillsborough County Public Schools (HCPS), will expire.  In preparation for the upcoming contract expiration, DMS issued an RFP in 2016 and awarded a new contract with an effective date of April 18, 2017.  Office Depot, Inc. was ranked first with the highest overall score.

Per terms of the new DMS contract, entities are limited to a specific list of items from the vendor’s catalog. Because of this restriction, the district sought a contract that offers the same best pricing, but also provides access to all catalog items. The National IPA contract between the City of Tamarac and Office Depot, Inc. supports the availability of product and the same pricing as the State of Florida, which is the best Office Depot may offer due to the terms of the DMS contract. Based on an analysis of HCPS current spend, the new contract pricing will result in an estimated annual savings of $317,749.36 over the prior year.

National IPA is a national buying cooperative enabling public agencies to combine their buying power for best pricing and reduced administrative costs.  The contract term is from October 18, 2013, through October 17, 2019. HCPS will commence its use April 18, 2017. Piggyback agreements may be terminated at any time. In accordance with the Florida Department of Education, Purchasing Policy 6A-1.012(6), in lieu of requesting competitive solicitations from three or more sources, district school boards may make purchases at or below the specific prices from contracts awarded by other city or county governmental agencies, or other district school boards.

STRATEGIC OBJECTIVES
• Establish a strong foundation of financial stewardship
FINANCIAL IMPACT (Budgeted:  Yes)
Expenditures are estimated to be $6,748,800.00 for the 2017/2018 fiscal year.  Because this product is ordered districtwide, there is not one specific project number assigned for these purchases.
EVALUATION
Contract administration or evaluation is performed by the Procurement Officer and General Manager, who function as a team. Reviews are performed annually, or by utilizing an online vendor performance report. Prior to soliciting a new contract, the Contract Administration team must first give consideration to the specifications and supporting data of the expiring contract.
SUBMITTED BY:  Corey A. Murphy, General Manager, Procurement Services
Gretchen Saunders   Dr. Alberto Vázquez
Chief Business Officer
813-272-4270
  Chief of Staff
(813) 272-4986
    C 6.17
Hillsborough County Public Schools (Florida) * Mtg.#20170404_809 (Board Meeting) * Section C Item# 6.17