HCPS FL Logo Business Services
Action Item
DATE: Wednesday, August 1, 2018
TO: School Board Members
FROM: Jeff Eakins, Superintendent
Accept the Piggyback of the Sourcewell Cooperative Agreement Between Lodi, CA Unified School District and Staples Contract & Commercial, Inc. (Staples) - Contract #010615-SCC, Office, School, and Other Workplace-related Supplies and Services (Business Services Division)
Hillsborough County Public Schools (HCPS) purchases approximately $6.1 million dollars in office supply items annually.  Based on a 90% expenditure analysis of the district's office supply purchases, the piggyback of the Staples Sourcewell contract will provide product savings estimated at $243,090. Additional bonus features include:
  •  An annual 5% rebate of all purchases, including the Teachers Classroom Supply Categorical  Allocation
  •  Teachers Classroom Supply purchases at the same contract pricing
  •  An additional 5% quick start rebate for the first two months of our agreement  (September/October)
  •  The Staples/HCPS Students Program providing $120,000 annually
  •  Employee purchases through Staples will receive the same contract pricing as the district
On top of the program benefits listed above, Staples has committed to adding extra value to HCPS students and staff through programs including partnerships with manufacturers for lower prices based on district spending patterns, product giveaways at bookkeeper council meetings and any other events as requested. Furthermore, there will be coupons and free samples included in HCPS shipments, teacher kits with free samples, partnerships with HCPS Parent Teacher Association groups, teacher focus groups to provide feedback on the changing industry trends and newly requested educational products, teacher product testing, and the development of back-to-school kits by grade level.

Executive Summary Continued on Attachment.
• Establish a strong foundation of financial stewardship
Annual office supply expenditures are estimated to be approximately $6.1 million dollars.  Product savings and rebates are projected at over $654,984 and are detailed on the attachment.  As these commodities are purchased throughout the district, there is not one specific project number assigned for the purchases.
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.
Corey A. Murphy   Gretchen Saunders
General Manager, Procurement Services
(813) 272-4374
  Chief Business Officer
(813) 272-4270
    C 6.16
Hillsborough County Public Schools (Florida) * Mtg.#20180801_893 (Board Meeting followed by Public Hearing) * Section C Item# 6.16