School Board Agenda Item

Accept the Proposal Submitted by the National Institute of Governmental Purchasing, Inc. (NIGP) for Request for Proposal (RFP) #4808-VH Public School Procurement Department Consulting Services (Business Division)

On June 14, 2006, the Purchasing Department on behalf of the Business Division issued a RFP #4808-VH Public School Procurement Department Consulting Services. The purpose of this RFP is to select a qualified consultant to provide consulting services to the Purchasing Department, as outlined in the department review conducted by the Council of the Great City Schools.

To evaluate this RFP, firms were asked to provide their experience and qualifications, price proposal, and small business certification. Proposals were due on July 11, 2006. Using online services, the District notified 2,280 registered vendors of the RFP and received four (4) proposals within the stated timeframe (Attachment A). The evaluation process included a committee of district level and school personnel and a buyer from the City of Tampa's Purchasing Department (Attachment B). On July 17, 2006, the committee met for Phase I evaluations. The proposals were evaluated based on the RFP criteria (Attachment C). The committee elected not to hold oral presentations, Phase II, but to recommend award based on the results of Phase I evaluations (Attachment D). Dr. James Hamilton, Chief of Staff, is the person with whom the consultant will communicate as to matters relating to this contract. The effective date will be July 26, 2006, with an anticipated completion date of December 20, 2006.

As stated in OPPAGA report: “Efficient purchasing and warehousing require 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.”

These items are, or will be, included in the Business Division budget in an amount not to exceed $131,000. This amount does not include the cost for the development and implementation of a business process improvement plan. The cost of this process will be negotiated at a later date and presented to the Board for approval.

Contract administration or evaluation is performed by the Project Manager (end user) and Purchasing Agent, 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.

Willie T. Campbell, CPPO, CPPB General Manager of Procurement (813) 272-4374	Gretchen Saunders Chief Business Officer (813) 272-4270
5.26R
Hillsborough County Public Schools (Florida) * Mtg.#20060725_180 * Section E Item# 5.26R