HCPS FL Logo Business Services
Action Item
DATE: Tuesday, November 1, 2016
TO: School Board Members
FROM: Jeff Eakins, Superintendent
SUBJECT / RECOMMENDATIONS
Accept the Lowest Responsive, Responsible Bids Submitted by Multiple Vendors - Invitation to Bid (ITB) #16099-EST Musical Instruments, Secondary Education (Business Services Division)
EXECUTIVE SUMMARY
This bid was prepared at the request of the Secondary Music Education Department to establish fixed pricing for musical instruments such as drums, violins, tubas, and electronic keyboards. Award of this contract shall be to the lowest responsive, responsible bidder per item as specified in the bid. This recommendation has been reviewed by the Supervisor of Middle/Secondary Music Education.

The initial term of this agreement shall be for a one-year period, with four one-year renewals.  There is a 30-day termination for convenience clause included in this contract. All prices offered are firm against any increase for at least one year from the effective date. This contract may be renewed by the Superintendent, per the terms of the specifications.  This contract will be reviewed annually and may be renewed by the Superintendent.
STRATEGIC OBJECTIVES
• Provide a student-centered learning environment that engages every child • Establish a strong foundation of financial stewardship
FINANCIAL IMPACT (Budgeted:  Yes)
Annual expenditures are estimated to be $508,000.00.  The majority of musical instrument purchases are at the beginning of the school year, therefore, have mostly been purchased for this fiscal year.  For tracking purposes, the project numbers specific to this agenda item are 6161 for middle school music and 6242 for high school music.  As of Tuesday, October 13, 2016, the remaining balance less encumbrances for these items equaled $120,363.37.  The remaining funds required for the next fiscal year will be allocated in the Secondary Music Education Department 2017/2018 fiscal year budget.  If funds are needed that will exceed the amount remaining prior to June 30, 2017, they will be transferred from projects tracking under budget or the purchases will be postponed until the next fiscal year.
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 Services
Elizabeth Agresta, Chief Academic Officer, Office of Teaching and Learning
Gretchen Saunders   Dr. Alberto Vázquez
Chief Business Officer
(813) 272-4270		   Chief of Staff
(813) 272-4986
    C 6.11R
Hillsborough County Public Schools (Florida) * Mtg.#20161101_768 (Board Meeting) * Section C Item# 6.11R