Approve the Contract with Hewlett Packard for Request for Proposal #4667-CD - Technology Partnership (Business Division)

The Purchasing Department jointly with the Information and Technology Division completed negotiations with Hewlett Packard that the Board authorized January 17, 2006. Hewlett Packard was the highest ranked firm that resulted from an extensive evaluation process by a diverse committee of stakeholders including teachers, principals, district level personnel, instructional support staff, parents and community representatives. The January 11, 2006, Board workshop on RFP #4667-CD Technology Partnership outlined in detail the evaluation/selection process that ensured a fair and open competition of the vendors submitting proposals. Attachment A is a continuation of the executive summary for contract enhancements achieved during negotiations. Attachment B is the proposed contract to include equipment pricing structure. The initial term of the contract shall be for a five-year period with an effective date of May 3, 2006. This item has been reviewed by the School Board Attorney.

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.”

The technology equipment specified in the RFP (computers, printers, servers, etc.) covers purchases throughout the District for the contract period in an estimated amount of $10,000,000 annually. The contracted agreement reduces costs by an estimated $2,026,972 from current prices and adds approximately $540,000 annually in productivity software and credits back to the District.

Accountability measures include a quarterly review process throughout the duration of the contract. Minutes of the quarterly review meeting will be provided to the Board and include reports on purchases, pricing, SBE participation, model changes, road maps of products, and results of employee/student purchases.