HCPS FL Logo Business
Action Item
DATE: Tuesday, January 20, 2015
TO: School Board Members
FROM: MaryEllen Elia, Superintendent
SUBJECT / RECOMMENDATIONS
Accept the Lowest, Responsive, Responsible Bid Submitted by Encore Broadcast Solutions - Invitation to Bid (ITB) #14115-EST TV Studio Equipment - Purchase, Installation, Repair, and Related Parts (Business Division)
EXECUTIVE SUMMARY
This bid was prepared at the request of the Technology Service and Support Department to establish fixed pricing for television studio equipment items, such as camcorders, microphones, and sound systems.  TV studios are located at most of our traditional schools and are utilized to broadcast schoolwide events, morning shows, and for media production classes.  Award of this contract shall be to the overall lowest responsive, responsible bidder, as specified in the bid.  This recommendation has been reviewed by the Technology Service and Support Department Manager.

The initial term of this contract will be for a one-year period, with four one-year renewals, subject to negotiations and mutual agreement.  The Superintendent is authorized to approve any renewal agreements, 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 $527,699 and were $198,200 in 2013/2014.  We estimate an annual expenditure of approximately $200,000, as this year's expenditures include the installation of a new studio at the Sam Horton Instructional Services Center.
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
Anna L. Brown, Ed.D.   Gretchen Saunders
Chief Information and Technology Officer
(813) 272-4600
  Chief Business Officer
(813) 272-4270
    A 6.02
Hillsborough County Public Schools (Florida) * Mtg.#20150120_682 (Board Meeting) * Section A Item# 6.02