HCPS FL Logo Business
Action Item
DATE: Monday, July 18, 2011
TO: School Board Members
FROM: MaryEllen Elia, Superintendent
SUBJECT / RECOMMENDATIONS
Accept the Lowest and Best Bid Submitted by Monster Memory and More, Inc. - Invitation to Bid (ITB) #11083-DST Random Access Memory (RAM) Memory Chips (Business Division)
EXECUTIVE SUMMARY
This bid was prepared at the request of the Customer Service and Support Department to establish fixed pricing for random access memory (RAM) computer chips in 512 Megabyte, one Gigabyte, and two Gigabyte increments for servers, desktops, and laptop computer upgrades throughout the district.  The Customer Service and Support Department upgrades existing hardware in an effort to reduce new equipment purchases. 

Award of this contract shall be to the lowest responsive, responsible bidders.  This recommendation has been reviewed by the Customer Service and Support Department Manager.  The initial term of this contract shall be for a one-year period beginning July 19, 2011, with four one-year renewals.  All prices offered are firm against any increase for at least one year from the effective date. This contract may be renewed by the Superintendent, per the terms of the specifications.

STRATEGIC OBJECTIVES
• Align financial resources to support the district’s strategic goals • Demonstrate best financial practices
FINANCIAL IMPACT (Budgeted:  Yes)
Funding sources for these purchases shall include, but are not limited to internal accounts, federal, and general funds.  Expenditures were $34,595 for 2010/2011, and $152,591 for 2009/2010.
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 Bowman, General Manager, Procurement Department
David J. Steele, Ph.D.   Gretchen Saunders
Chief 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.#20110718_467 (Board Meeting) * Section A Item# 5.12