Hillsborough County Public Schools Business
Action Item

DATE: Tuesday, June 6, 2006
TO: School Board Members
FROM: MaryEllen Elia, Superintendent

SUBJECT / RECOMMENDATIONS

Accept the Lowest and Best Bid Submitted by Central Florida Publishing, Inc. - Invitation To Bid #4784-KJ Printing of Student and Teacher Handbooks (Business Division)

EXECUTIVE SUMMARY

This bid was prepared at the request of the Information and Technology Division and Central Printing Department to establish a fixed price for the printing of student and teacher handbooks. This award is made to the lowest responsive and responsible bidder meeting specifications. This invitation to bid included aggressive timelines for the completion and delivery of student and teacher handbooks. There are a limited number of vendors producing this type of product. In addition, the handbooks are held as long as possible to include the most up-to-date policies and procedures. The specialized type of product and the compressed timeline required to ensure accurate handbooks contribute to a limited number of respondents to the bid. This recommendation has been reviewed by the Multi Media Print Manager. To ensure fair and open competition, the District utilizes an online vendor registration system to notify potential bidders of opportunities. Through this system, one (1) bidder responded. A more detailed review of specifications 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 Division of Administration General Budget in the amount of $99,351.13. If the printing were done in house, the cost would be approximately $218,191 according to the Multi Media Print Manager.

EVALUATION

SUBMITTED BY: Willie T. Campbell, CPPO, CPPB, General Manager of Procurement

Jack E. Davis
Chief Information and Technology Officer
(813) 272-4600
Gretchen Saunders
Chief Business Officer
(813) 272-4270
5.29R
Hillsborough County Public Schools (Florida) * Mtg.#20060606_177 * Section E Item# 5.29R