Hillsborough County Public Schools Business
Action Item

DATE: Tuesday, May 18, 2010
TO: School Board Members
FROM: MaryEllen Elia, Superintendent

SUBJECT / RECOMMENDATIONS

Accept and Contract with the Lowest and Best Proposal Submitted by Spectrum for Computer Tables-High Stakes Testing Lab Project, RFP #10033-EST (Business Division)

EXECUTIVE SUMMARY

On March 17, 2010, the Procurement Department, in conjunction with the Customer Service and Support Department, issued a Request for Proposal (RFP) for qualified firms to provide computer tables for the High Stakes Testing Lab Project. The initial term of the contract is for a two-year period. This contract may be renewed for three 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: table suitability, implementation plan, utilization of small businesses, demonstrated commitment to quality, proposer's capability, and pricing. Proposals were accepted on April 9, 2010. The district utilizes two online vendor registration systems to notify potential bidders of opportunities.

Through these systems, eleven firms responded (Attachment A) and ten vendors were moved to Phase 1 (Attachment B). The evaluation process included a committee representing district resource teachers, furniture refinishing, electrical and technology repair, and other district-level personnel (Attachment C). The committee evaluated the proposals based on stated RFP criteria, (Attachment D). Upon completion of presentations from the two highest ranked vendors (Attachment E), the committee reviewed key points as a group and signed off on the final recommendation (Attachment F).

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 of $4,142,000 are included in the Facility Department budget for tables for the multi-year High Stakes Testing Lab Project. An overall savings of $40,000 was negotiated by Procurement staff.

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

David J. Steele, Ph.D.
Chief Information and Technology Officer and Project Director, Empowering Effective Teachers Grant
(813) 272-4600
Gretchen Saunders
Chief Business Officer
(813) 272-4270
A 5.32
Hillsborough County Public Schools (Florida) * Mtg.#20100518_401 * Section A Item# 5.32