Hillsborough County Public Schools Business
Action Item

DATE: Thursday, February 7, 2008
TO: School Board Members
FROM: MaryEllen Elia, Superintendent

SUBJECT / RECOMMENDATIONS

Accept the Lowest and Best Bid Submitted by Various Vendors - Invitation to Bid (ITB) #0007084-MST Tractor, Agricultural, Labor and Parts (Business Division)

EXECUTIVE SUMMARY

This bid was prepared at the request of the Maintenance Department to establish fixed pricing for tractor labor and parts. Award of this contract shall be to the lowest bidder for each line item or overall groups of items, as specified in the bid. This recommendation has been reviewed by the Maintenance Supervisor. A more detailed review of specifications can be obtained by contacting the Procurement 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)

Funds of approximately $100,000 will be available in the Maintenance Department budget for the purchase of tractor labor and parts.

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

Cathy Valdes
Chief Facilities Officer
(813) 272-4004
Gretchen Saunders
Chief Business Officer
(813) 272-4270
A 5.08
Hillsborough County Public Schools (Florida) * Mtg.#20080207_287 * Section A Item# 5.08