Hillsborough County Public Schools Business
Action Item

DATE: Tuesday, December 13, 2005
TO: School Board Members
FROM: MaryEllen Elia, Superintendent

SUBJECT / RECOMMENDATIONS

Authorize Negotiations with the Highest Ranked Proposal Submitted by Hewlett Packard-RFP# 4667-CD Technology Partnership - Computer Hardware, Software, Imaging and Installation Services (Information and Technology Division)(Revised Attachment)

EXECUTIVE SUMMARY

On September 19, 2005, the Purchasing Department in conjunction with the Information and Technology Division issued a Request for Proposal (RFP) for Technology Partnership - Computer Hardware, Software, Imaging and Installation Services. Firms were asked to provide their knowledge/experience, work plan, references and cost. Proposals were due on November 1, 2005. A committee of District personnel and community representatives was formed to review the proposal responses (committee attached). Thirteen (13) proposals were received within the RFP timeframe and were evaluated by the committee on November 7 and 8, 2005. After evaluation, the committee determined that a short list of four firms should be invited back for presentations on November 14, 2005. Based upon the RFP specifications and committee evaluations, it is recommended that the proposal submitted by Hewlett-Packard be accepted for negotiations. If the District is unable to reach acceptable terms with the higher ranked firm, the District may seek to reach acceptable terms with the next highest ranked firm and recommend a contract with that firm. The initial term of the contract shall be for a five year period with an effective date of April 18, 2006. The Purchasing Department’s Yellow Team, Carla Dever, Purchasing Agent, will maintain this bid file and related documents. To ensure fair and open competition, the District utilizes an online vendor registration system to notify potential bidders of opportunities. Through this system, 986 vendors were notified of the solicitation, 13 proposals were received, and 973 did not respond. A more detailed review of specifications and the committee evaluation can be obtained by contacting the Purchasing Department.

ANNUAL DISTRICT GOAL(S) AND CRITICAL SUCCESS FACTOR(S)

As stated in the OPPAGA report: “Efficient purchasing and warehousing requires that management processes be in place to ensure that supplies, equipment and services vital to the school’s education mission are purchased from a competitive source, in the right quantity, delivered timely to the correct location, and stored in a secure location. These criteria should be met for each purchase without sacrificing quality."

FINANCIAL IMPACT (Budgeted: Yes)

These items are, or will be, included in the equipment budget for the ordering schools or departments in an estimated amount of $10,000,000.00 annually.

EVALUATION

SUBMITTED BY: Willie T. Campbell, CPPO, CPPB

Jack E. Davis
Chief Information and Technology Officer
(813) 272-4600
Gretchen Saunders
Chief Business Officer
(813) 272-4270
5.21R
Hillsborough County Public Schools (Florida) * Mtg.#20051213_163 * Section E Item# 5.21R