Action Item
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Business
Action Item |
| DATE: | Tuesday, May 17, 2011 |
| TO: | School Board Members |
| FROM: | MaryEllen Elia, Superintendent |
| SUBJECT / RECOMMENDATIONS | |
| Renew the Existing Bid Submitted by Various Vendors - Request for Negotiations (RFN) #8029-MST Intercom Maintenance and Repair - Proprietary (Business Division) | |
| EXECUTIVE SUMMARY | |
| On March 17, 2008, the Procurement Department, in conjunction with the Communication and Electronics Department (C&E), issued an RFN for the maintenance and repair of proprietary intercoms. Four local distributors representing four manufacturers were contacted to provide service on proprietary and warranted equipment.
Currently, Hillsborough County Public Schools has 159 intercom units with audio access in all classrooms and office areas. A total of 1,327 work orders for intercom units were completed, with 3 units requiring major system work. The initial term for this award was from June 11, 2008 to June 10, 2011, with two additional one-year renewal options, negotiable yearly. The suppliers have agreed to renew for the period beginning June 11, 2011, and ending June 10, 2012, with prices, terms, and conditions to remain unchanged. The Superintendent is authorized to approve the renewal agreement for the terms of the specifications. |
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| STRATEGIC OBJECTIVES | |
| • Align financial resources to support the district’s strategic goals | |
| FINANCIAL IMPACT (Budgeted: Yes) | |
| The estimated annual contract total is between $350,000 and $400,000. The funding sources may include Millage and Public Education Capital Outlay (PECO). | |
| 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: Mina Kaeding, Senior Procurement Officer, Procurement Department | |
| Cathy Valdes | Gretchen Saunders | |
| Chief Facilities Officer (813) 272-4004 |
Chief Business Officer (813) 272-4270 |
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| A 5.10 | ||
| Hillsborough County Public Schools (Florida) * Mtg.#20110517_459 (Board Meeting) * Section A Item# 5.10 | ||