|DATE:||Tuesday, January 17, 2017|
|TO:||School Board Members|
|FROM:||Jeff Eakins, Superintendent|
|SUBJECT / RECOMMENDATIONS|
|VendorLink, LLC for Online Vendor Registration and Solicitation Posting, Receipt, and Evaluation (Business Services Division)|
|The district has used VendorBid online software for vendor registration and the posting of solicitations since 2003. The VendorLink, LLC online system will provide an enhanced solution, adding the capability of the receipt of bids, proposals, and replies. This new system will provide the ability to create, evaluate, and tabulate all bids, proposals, and replies in an efficient and transparent manner.
The VendorLink software system will provide greater efficiency and cost savings to both school district staff and our community. New benefits to our district include the reduction of manual processes, electronic response and quoting tools, and updated reporting features. Benefits to our community include increased customer service and reduced bidding costs due to the elimination of time, material, and shipping or courier services. There will be no loss of current service levels to either our community or school district. Registration costs to the community will continue to remain free of charge.
Communication to all registered vendors will begin in January 2017 and continue throughout the spring as outlined in the attached implementation plan. There will be a six-month crossover period where notices will be posted in both the current system and VendorLink. Beginning July 1, 2017, the district will move solely to VendorLink, LLC.
The current solicitation system used by the district is $8,400.00 per year. Moving to VendorLink at $4,000.00 per year will result in an annual savings of $4,400.00.
|• Continuously improve processes and systems • Establish a strong foundation of financial stewardship|
|FINANCIAL IMPACT (Budgeted: Yes)|
|Funds in the amount of $4,000.00 are available in the Procurement Department budget. There is no specific project number assigned for this purchase.|
|Contract administration and evaluation is performed by the Procurement Office. 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 Services|
|Gretchen Saunders||Dr. Alberto Vázquez|
|Chief Business Officer
|Chief of Staff
|Hillsborough County Public Schools (Florida) * Mtg.#20170117_805 (Board Meeting) * Section C Item# 13.06|