Hillsborough County Public Schools Business
Action Item

DATE: Tuesday, August 22, 2006
TO: School Board Members
FROM: MaryEllen Elia, Superintendent

SUBJECT / RECOMMENDATIONS

Accept the Lowest and Best Bid Submitted by DeConna Ice Cream - Invitation to Bid #4827-CD Frozen Ice Cream Products (Business Division)

EXECUTIVE SUMMARY

This bid was prepared at the request of Student Nutrition Services to establish fixed pricing for ice cream products. This award is made based on a total bottom line cost to the lowest responsive and responsible bidder meeting specifications. The bid consisted of 14 items. Prices submitted were compared to contracts with other entities to confirm reasonableness. This recommendation has been reviewed by the General Manager of Student Nutrition Services. To ensure fair and open competition, the District utilizes an online vendor registration system to notify potential bidders of opportunities. Through this system, one 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 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.”

FINANCIAL IMPACT (Budgeted: Yes)

These items are, or will be included, in the Student Nutrition Services Budget in an amount not to exceed $460,000.

EVALUATION

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.

SUBMITTED BY: Verna Hurley, Assistant Department Manager

Willie T. Campbell, CPPO, CPPB
General Manager of Procurement
(813) 272-4374
Gretchen Saunders
Chief Business Officer
(813) 272-4270
5.15R
Hillsborough County Public Schools (Florida) * Mtg.#20060822_182 * Section E Item# 5.15R