Hillsborough County Public Schools Business
Action Item

DATE: Tuesday, February 7, 2006
TO: School Board Members
FROM: MaryEllen Elia, Superintendent

SUBJECT / RECOMMENDATIONS

Accept the Lowest and Best Bids Submitted by TTM, Inc. for LAN Installation and Schmidt Dell Associates for LAN Engineering in Response to Invitation to Bid #4702-HM LAN Engineering and Infrastructure Improvements (Cabling) (Business Division)

EXECUTIVE SUMMARY

This bid was prepared under the auspices of the Universal Service Fund (E-RATE). The recommended award is dependent on receiving funding approval by the Schools and Libraries Corporation and awarded companies signing a district contract. Due to the E-RATE requirements of securing a contract prior to February 8, 2006, the responsible departments (Purchasing and Customer Service and Support) reviewed cost and recommends that the sole bid submitted by Schmidt Dell Associates be awarded for engineering services. The Purchasing Agent benchmarked pricing submitted by Schmidt Dell Associates against recent similar projects in new construction. This recommendation has been reviewed by the Manager of Customer Service and Support. To ensure fair and open competition, the District utilizes an online vendor registration system to notify potential bidders of opportunities. Through the system, 4,099 vendors were notified of the solicitation, 9 bidders responded, and 4,090 did not respond. A more detailed review of the specifications can be obtained by contacting the Purchasing Department.

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

As stated in 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)

These items are, or will be, included in the Student Services & Federal Programs Department Budget in an amount not to exceed $400,000. These expenses are eligible for the Federal E-RATE Program which currently provides for a 80 to 90 percent discount rate. If approved by the Schools and Libraries Corporation, representing the Federal Communication Commission (FCC), the discounts will result in a cost reduction of up to $360,000.

EVALUATION

Contract Administration or evaluation is performed by the Project Manager (end user) and Purchasing Agent, who function as a team. Reviews are conducted face to face, typically quarterly, or by utilizing an on-line 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: Willie T. Campbell, CPPO, CPPB

Jack E. Davis
Chief Information and Technology Officer
(813) 272-4600
Gretchen Saunders
Chief Business Officer
(813) 272-4270
5.19R
Hillsborough County Public Schools (Florida) * Mtg.#20060207_168 * Section E Item# 5.19R