Hillsborough County Public Schools Business
Action Item

DATE: Tuesday, January 22, 2008
TO: School Board Members
FROM: MaryEllen Elia, Superintendent

SUBJECT / RECOMMENDATIONS

Accept and Contract with the Lowest and Best Bids Submitted by Various Vendors - Invitation to Bid (ITB) #7102-DST LAN Equipment Purchase and Installation (Business Division)

EXECUTIVE SUMMARY

This bid was prepared at the request of the CCTV/LAN Department to establish fixed pricing for LAN equipment purchase and installation utilizing E-Rate procedures. This recommendation has been reviewed by the Manager of Technology Customer Service and Support. As a requirement of the ITB, all bidders must have a registration or service provider number issued by the Universal Service Fund (E-Rate) in order to be eligible to receive reimbursement. There is a tie bid for Category 2 installation, and the two highlighted winning bidders agreed to split the award. A more detailed review of the 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 funds are, or will be, included in the General Fund Budget in an amount not to exceed $307,692. The District staff will follow the E-Rate procedures to ensure eligible sites receive the maximum rebates available of 80% to 90%. The value of goods and services is approximately $1,951,040, which represents an estimated cost savings of $1,643,348.

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

Jack E. Davis
Chief Information Officer
(813) 272-4600
Gretchen Saunders
Chief Business Officer
(813) 272-4270
A 5.03
Hillsborough County Public Schools (Florida) * Mtg.#20080122_315 * Section A Item# 5.03