Action Item
|
Business
Action Item |
| DATE: | Tuesday, February 2, 2016 |
| TO: | School Board Members |
| FROM: | Jeff Eakins, Superintendent |
| SUBJECT / RECOMMENDATIONS | |
| Approve the Contract with Xerox Corporation for Copier Rental Service (Business Division) | |
| EXECUTIVE SUMMARY | |
| On January 20, 2015, the Board approved the lease for a digital copier in the amount of $42,958 for the print room located at the Raymond O. Shelton School Administrative Center. The Central Printing Department is now requesting to lease a digital copier for the purpose of printing elementary testing materials; Career and Technical Education materials; middle and secondary exams; training materials for Professional Development; as well as projects for various schools and district sites. If approved, this new lease will bring the district's spend above the $50,000 threshold requiring Board approval.
The attached agreement allows for a 60-month copier lease. However, it does not constitute a multiple fiscal year financial obligation. In accordance with the Florida Department of Education, Purchasing Policy 6A-1.012(6), in lieu of requesting competitive solicitations from three or more sources, district school boards may make purchases at or below the specified prices from contracts awarded by other city or county governmental agencies, or other district school boards. Xerox requests the School Board Chair's signature be the first signature on the contract to acknowledge acceptance prior to their final signature. |
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| STRATEGIC OBJECTIVES | |
| • Demonstrate best financial practices | |
| FINANCIAL IMPACT (Budgeted: Yes) | |
| Funds in the amount of $32,465.76 will be available in the Central Printing Department budget. For tracking purposes, the project number specific to this agenda item is 9999. As of Tuesday, January 12, 2016, the remaining balance less encumbrances for this line item equaled $32,914.00. | |
| EVALUATION | |
| Contract administration or evaluation is performed by the Project Manager (end user) and Procurement Officer, who function as a team. Reviews are performed annually 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: Corey A. Murphy, General Manager, Procurement Department | |
| Alberto Vazquez, Ed.D. | Gretchen Saunders | |
| Chief of Staff (813) 272-4895 |
Chief Business Officer (813) 272-4270 |
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| C 6.05 | ||
| Hillsborough County Public Schools (Florida) * Mtg.#20160202_752 (Board Meeting) * Section C Item# 6.05 | ||