HCPS FL Logo Business Services
Action Item
DATE: Wednesday, August 1, 2018
TO: School Board Members
FROM: Jeff Eakins, Superintendent
Accept the Lowest Responsive, Responsible Bids Submitted by Multiple Vendors - Invitation to Bid (ITB) #18037-MST Communications & Electronics, Refurbished Telephone and Intercom Parts (Business Services Division)
This bid was prepared at the request of the Communications and Electronics, Computerized Maintenance Management System/Information Technology (CMMS/IT) Department to establish fixed pricing for the refurbishing of telephone and electronic parts. Award of this contract shall be to the lowest bidder overall, as specified in the bid. This recommendation has been reviewed by the Communications and Electronics, CMMS/IT Manager.

The initial term of this agreement will be for a 1-year period, with four 1-year renewals. There is a 30-day termination for convenience clause included in this agreement. All prices offered are firm against any increase for at least one year from the effective date. This agreement will be reviewed and evaluated annually and may be renewed by the Superintendent, per the terms of the specifications.
• Establish a strong foundation of financial stewardship • Demonstrate "best practices" in all aspects of safety: student, employee, visitor, facility, transportation, and health
Funds in the amount of $80,000 are available in the General Fund Reserve for inventory purchases. Product is initially purchased from object 1150 and placed into Communications and Electronics, CMMS/IT Department inventory. As product is needed districtwide, the product and expense are both transferred to the using site. As of July 3, 2018, the remaining balance for this line item equaled $5,323,906.99.
Contract administration and evaluation is performed by the Project Manager (the "End User") and the Procurement Officer, who function as a team, by utilizing an online vendor performance report or via in-person reviews. The evaluation consists of an assessment of the vendor-provided goods and services, deliverables, and compliance with contractual requirements. The resulting data will support renewal decisions and/or alterations to a new agreement.
SUBMITTED BY:  Corey A. Murphy, General Manager, Procurement Services
Robert Wegmann, General Manager, Maintenance
Christopher Farkas   Gretchen Saunders
Deputy Superintendent, Operations
  Chief Business Officer
(813) 272-4270
    C 6.02
Hillsborough County Public Schools (Florida) * Mtg.#20180801_893 (Board Meeting followed by Public Hearing) * Section C Item# 6.02