Business Services Action Item

DATE:	Tuesday, July 30, 2019
TO:	School Board Members
FROM:	Jeff Eakins, Superintendent
SUBJECT / RECOMMENDATIONS
Accept the Piggyback of the Agreement Between the State of Florida and Hewlett-Packard Enterprises, Alternate Contract Source #43211500-WSCA-15-ACS - Computer Equipment, Peripherals and Services for Hewlett-Packard (HP) Hardware Maintenance (Business Services Division)
EXECUTIVE SUMMARY
This agenda item approves the maintenance support for existing HP hardware equipment located within the district’s data center. The district maintains post-warranty extended maintenance coverage for information technology equipment critical to the daily operations of the district. The on-site repair service for the equipment is 24 hours a day, seven days a week. The attachment includes the line item cost details for district supported HP equipment. The coverage period is aligned with the district’s fiscal year. The initial term of this contract was for a 3-year term beginning July 1, 2015, with three additional 1-year renewal options. The current expiration date is June 31, 2020.  If approved, HCPS will commence its use effective July 31, 2019. Piggyback agreements may be terminated at any time. This contract will be reviewed and evaluated annually and may be renewed by the Superintendent, per the terms of the specifications.   In accordance with the Florida Department of Education Purchasing Policy 6A-1.012(6), in lieu of requesting competitive solicitations (Invitations to Bid (ITB), Requests for Proposals (RFP), or Invitations to Negotiate (ITN)), 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, community colleges, federal agencies, or the public or governmental agencies of any state. As defined by the National Institute for Governmental Purchasing (NIGP), "piggybacks" are a form of intergovernmental cooperative purchasing best practice. NIGP's established standard states that public procurement should consider the use of piggybacks and cooperative contracts to lower prices and administrative costs, as they can be a more effective and efficient use of time and resources because the other entity has already completed the competitive process.
STRATEGIC OBJECTIVES
• Continuously improve processes and systems • Establish a strong foundation of financial stewardship
FINANCIAL IMPACT (Budgeted:  Yes)
Funds in the amount of $64,313.28 will be available in the 2019/2020 Information Technology budget. There is no specific project number assigned for these purchases.
EVALUATION
HP hardware is reviewed annually by Information Technology staff to confirm that it provides the functionality required to meet the district goals and objectives in a cost effective manner.
SUBMITTED BY:  Corey A. Murphy, General Manager, Procurement Services Rick Laneau, General Manager, Information Technology

Christopher Farkas		Gretchen Saunders
Deputy Superintendent, Operations 813-272-4004		Chief Business Officer (813) 272-4270
		B 6.22
Hillsborough County Public Schools (Florida) * Mtg.#20190730_928 (Board Meeting followed by Public Hearing) * Section B Item# 6.22