Hillsborough County Public Schools Business
Action Item

DATE: Tuesday, January 17, 2006
TO: School Board Members
FROM: MaryEllen Elia, Superintendent

SUBJECT / RECOMMENDATIONS

Authorize Negotiations with the Highest Ranked Firm, Hewlett Packard, for RFP#4667-CD Technology Partnership - Computer Hardware, Software, Imaging & Installation Services (Information and Technology Division)

EXECUTIVE SUMMARY

On September 19, 2005, the Purchasing Department on behalf of the Information and Technology Division issued a Request for Proposal (RFP) for a Technology Partnership based upon the specifications provided by the Information and Technology Division. The purpose of this RFP is to establish a partnership with a qualified technology supplier for five years for the purchase of technology hardware products, operating system software, related items and services required by the District to improve instruction. The District Technology Plan http://apps.sdhc.k12.fl.us/itsweb/districttechplan.pdf, technology provides support for the District’s core business, educating our students. Having equipment is essential for meeting the District goals and critical success factors. Technology provides access to instructional programs that increase student achievement, including: I Can Learn, FCAT Explorer, Read 180, Successmaker and many others. Other technology tools for teachers and staff include online training and courses, a teacher planning tool, email and emergency notification.

To ensure fair and open competition, the District utilizes an online vendor registration system to notify potential bidders of available opportunities. The District notified 986 vendors of the RFP and received thirteen (13) proposals within the proposed timeframe (attachment A). The evaluation process included a diverse committee of stakeholders representing teachers, principals, district level personnel, instructional support staff, parents and community representatives (attachment B). The evaluation consisted of three phases. In Phase I the committee spent November 7 and 8, 2005, evaluating the proposals based on the RFP criteria. In Phase II Purchasing Staff contacted references to assist the committee in determining which firms would advance to Phase III. The companies advancing to Phase III presented to the committee on November 14, 2005. After the presentations, the committee reviewed key points as a group and individually rated each vendor for a final compilation and ranking (attachments C and D).

If the District is unable to reach acceptable terms with Hewlett-Packard, we may seek to reach acceptable terms with the next highest ranked firm. The initial term of the contract shall be five years with an effective date of April 18, 2006. The Purchasing Department will maintain this bid file and related documents. A more detailed review of specifications and the committee evaluation can be obtained by contacting the Purchasing Department. Once the contract is finalized, accountability measures will include a Quarterly Review process throughout the duration of the contract. Minutes of the Quarterly Review meeting will be provided to the Board and include reports on purchases, model changes, roadmaps of product, and small business participation.

ANNUAL DISTRICT GOAL(S) AND CRITICAL SUCCESS FACTOR(S)

As stated in the OPPAGA report: "Efficient purchasing and warehousing requires that management processes be in place to ensure that supplies, equipment, and services vital to the school's education mission are purchased from a competitive source, in the right quantity, delivered timely to the correct location, and stored in a secure location. These criteria should be met for each purchase without sacrificing quality."

FINANCIAL IMPACT (Budgeted: Yes)

The technology equipment specified in the RFP (computers, printers, servers, etc.) covers purchases throughout the District for the contract period in an estimated amount of $10,000,000.00 annually.

EVALUATION

SUBMITTED BY: Earl Whitlock  Willie T. Campbell, CPPO, CPPB

Jack E. Davis
Chief Information and Technology Officer
(813) 272-4600
Gretchen Saunders
Chief Business Officer
(813) 272-4270
8.01B
Hillsborough County Public Schools (Florida) * Mtg.#20060117_165 * Section E Item# 8.01B