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 Proposal (RFP) #8031-MST Telephone Maintenance and Repair (Business Division) | |
| EXECUTIVE SUMMARY | |
| On March 14, 2008, the Procurement Department, in conjunction with the Maintenance Department, issued an RFP for the maintenance and repair of telephone systems. Two vendors were awarded as primary and secondary suppliers. These vendors repair, maintain, and modify the district's existing telephone equipment. This includes private branch exchange (PBX) and key service units (KSU) from multiple manufacturers. Parts are typically supplied by the Communications and Electronics Department, purchased per other bid agreements.
Hillsborough County Public Schools currently has 263 district telephone units. Five units required major system work, twelve units had to be replaced, and a total of 1,053 work orders were completed. The initial term for this award was from May 21, 2008 to May 20, 2011, with two additional one-year renewal options, negotiable yearly. The suppliers have agreed to renew for the period beginning May 21, 2011, and ending May 20, 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 $550,000 and $580,000. 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 5.13 | ||
| Hillsborough County Public Schools (Florida) * Mtg.#20110517_459 (Board Meeting) * Section A Item# 5.13 | ||