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Business
Action Item
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DATE: Tuesday, May 2, 2006
TO: School Board Members
FROM: MaryEllen Elia, Superintendent
SUBJECT / RECOMMENDATIONS
Accept the Highest Ranked Proposal Submitted by Barnes & Noble for Request For Proposal (RFP) #4829-CM Bookstore Partner (Business Division)
EXECUTIVE SUMMARY
Each year the District sponsors the Pathways to Literacy Conference in partnership with the International Institute of Literacy Learning. The conference features a keynote address each day by a well-known author/illustrator, concurrent reading/writing workshops, and a teacher bookstore. On March 15, 2006, the Purchasing Department on behalf of the Curriculum and Instruction Division issued an (RFP) for a Bookstore Partner based upon the specifications provided by the Elementary Language Arts Department. The purpose of this RFP is to establish a qualified firm capable of staffing the bookstore during the conference. Proposals were due on April 3, 2006.To ensure fair and open competition, the District utilizes an online vendor registration system to notify potential bidders of available opportunities. The District notified 822 vendors of the RFP and received two (2) proposals within the proposed time frame (attachment A). The evaluation process included a committee of district level personnel (attachment B). The evaluation consisted of two phases. During Phase I the committee met on April 4, 2006, and evaluated the proposals based on the RFP criteria (attachment C). Purchasing Staff contacted references to assist the committee in determining which firms would advance. The committee elected not to hold oral presentations, Phase II, but to recommend award based on the results of Phase I evaluations. The committee recommended that Barnes & Nobles be awarded this contract (attachment D).
ANNUAL DISTRICT GOAL(S) AND CRITICAL SUCCESS FACTOR(S)
As stated in 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: No)
The District will not incur a cost. The bookstore partner will share a percentage of the profits with the HCCIRA to be used for classroom literacy mini-grants.
EVALUATION
Contract administration or evaluation is performed by the Project Manager (end user) and Purchasing analyst, who function as a team. Reviews are conducted face to face, typically quarterly, 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:
Willie T. Campbell, CPPO, CPPB, General Management, Procurement
Michael A. Grego, Ed. D.
ssistant Superintendent, Curriculum and Instruction
(813) 272-4221
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Gretchen Saunders
Chief Business Officer
(813) 272-4270
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5.24
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Hillsborough County Public Schools (Florida) * Mtg.#20060502_175 * Section E Item# 5.24
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