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Action Item
DATE: Tuesday, May 21, 2013
TO: School Board Members
FROM: MaryEllen Elia, Superintendent
SUBJECT / RECOMMENDATIONS
Accept the Proposal from Various Vendors - Request for Proposal (RFP) #13027-MST Intercom Systems (Proprietary) Maintenance and Repair (Business Division)
EXECUTIVE SUMMARY
On March 18, 2013, the Procurement Department, in conjunction with the Communications and Electronics Department, issued an RFP for proprietary intercom system maintenance and repair.  The purpose of this RFP was to identify and directly negotiate with the factory-certified vendors to establish prescribed service levels with an emphasis on technical qualifications.  Four firms responded for three proprietary system brands: Bogen, Dukane, and Rauland-Borg. 

A committee of district personnel evaluated the proposals and recommended awarding to three firms. Each recommended vendor is factory-certified for one of the brands. 

The initial term of this contract will be for a three-year period, effective May 22, 2013, with four one-year renewals.  All prices offered are firm against any increase for at least one year from the effective date.  The Superintendent is authorized to approve any renewals, 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)
Year-to-date expenditures are $379,721 for 2012/2013, and $473,076 for 2011/2012. 
EVALUATION
Contract administration or evaluation is performed by the Project Manager (end user) and the 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
Cathy L. Valdes   Gretchen Saunders
Chief Facilities Officer
(813) 272-4004
  Chief Business Officer
(813) 272-4270
    A 6.14
Hillsborough County Public Schools (Florida) * Mtg.#20130521_564 (Board Meeting) * Section A Item# 6.14