Hillsborough County Public Schools Business
Action Item

DATE: Tuesday, March 9, 2010
TO: School Board Members
FROM: MaryEllen Elia, Superintendent

SUBJECT / RECOMMENDATIONS

Accept and Contract with the Lowest and Best Proposal Submitted by Hill & Knowlton for Communication Services - RFP #10003-DST (Business Division)

EXECUTIVE SUMMARY

On January 22, 2010, the Procurement Department, in conjunction with the Communications Department, issued a Request for Proposal (RFP) for qualified firms to provide communications services. The initial term, for the not-to-exceed contract, is for 18 months. This contract may be renewed for two additional one-year periods, provided all terms and conditions remain unchanged and in full force and effect.

The following factors were considered when evaluating proposals: implementation plan, utilization of small businesses, demonstrated commitment to quality, and cost effectiveness of service. Proposals were accepted on February 12, 2010. The district utilizes two online vendor registration systems to notify potential bidders of opportunities. Through these systems, four firms responded (Attachment A).

The evaluation process included a committee with representation for teachers, principals, parents, business community, communications staff, and other district-level personnel (Attachment B). On February 22 and 25, 2010, the committee evaluated the proposals based on stated RFP criteria, Phases I and II (Attachment C). Upon completion of all phases of the RFP, the committee reviewed key points as a group, individually rated each firm for final compilation and ranking (Attachment D), and recommended a vendor for the award (Attachment E).

ANNUAL DISTRICT GOAL(S) AND CRITICAL SUCCESS FACTOR(S)

* Align financial resources to support the district’s strategic goals, * Demonstrate best financial practices

FINANCIAL IMPACT (Budgeted: Yes)

Budgeted funds not-to-exceed $375,000 are included in the Empowering Effective Teachers Grant for Communications for the first 18 months.

EVALUATION

Contract administration or evaluation is performed by the Project Manager (end user) and Procurement Officer, 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: Jean R. Bowman, General Manager, Procurement Department

Stephen Hegarty
Communications Officer
(813) 272-4046
Gretchen Saunders
Chief Business Officer
(813) 272-4270
A 5.21
Hillsborough County Public Schools (Florida) * Mtg.#20100309_395 * Section A Item# 5.21