HCPS FL Logo Business
Action Item
DATE: Tuesday, February 22, 2011
TO: School Board Members
FROM: MaryEllen Elia, Superintendent
SUBJECT / RECOMMENDATIONS
Renew the Existing Contract Submitted by Hewlett Packard - Request For Proposal (RFP) #4667-CD Technology Partnership - Computer Hardware, Software, Imaging, and Installation Services  (Information and Technology Division)
EXECUTIVE SUMMARY
In May 2006, Hillsborough County Public Schools (HCPS) entered into a partnership agreement with Hewlett Packard (HP) as a single source for all computer, printer hardware, and peripheral products. The initial term of the agreement was for five years with an effective date of May 3, 2006.  The contract may be renewed for two additional one-year periods, provided all terms and conditions remain unchanged.

Hewlett Packard has agreed to renew.  The HCPS Technology Steering Committee and the HP Quarterly Review Committee voted to renew the contract.  The Procurement Department and the Information Technology Division jointly reviewed the financial aspects of the contract and compared the pricing and terms against two national agreements (Attachment A).  The Customer Service and Support Department Manager and acting Contract Administrator, reviewed HP's performance and added value along with the district's indirect administration, operation, and maintenance costs (Attachment B).  The cost avoidance associated with the value-added items total more than $2,000,000 over the last twelve months.

All findings support the continued partnership.  This partnership will allow the district to purchase computer and printer equipment under established practices, discount levels, and support models until such time as a change in IT strategy or economic advantages of shifting to a new contract become evident.  The partnership includes the added value of our Small Business Enterprise vendor United Data Technologies, who acts as the HP liaison and installer.

STRATEGIC OBJECTIVES
• Align financial resources to support the district’s strategic goals • Demonstrate best financial practices
FINANCIAL IMPACT (Budgeted:  Yes)
The technology equipment in this agreement (computers, printers, servers, etc.) covers purchases throughout the district for the contract period in an approximate amount of $12,000,000.
EVALUATION
SUBMITTED BY:  Jean Bowman, General Manager, Procurement Department
David J. Steele, Ph.D.   Gretchen Saunders
Chief Information and Technology Officer and Project Director, Empowering Effective Teachers Grant
813-272-4600
  Chief Business Officer
(813) 272-4270
    A 5.12
Hillsborough County Public Schools (Florida) * Mtg.#20110222_454 (Board Meeting) * Section A Item# 5.12