Hillsborough County Public Schools Business
Action Item

DATE: Tuesday, May 2, 2006
TO: School Board Members
FROM: MaryEllen Elia, Superintendent

SUBJECT / RECOMMENDATIONS

Accept the Lowest and Best Bid Submitted by Encore Broadcast Sales - Invitation to Bid #4723-KJ Video Production Studios (Business Division)

EXECUTIVE SUMMARY

This bid was prepared at the request of the Technology Services Department to establish a firm price for the purchase of video production studio packages. This award is made by section to the lowest responsive and responsible bidder meeting specifications. This recommendation has been reviewed by Barbara Rooks, Supervisor of Library Media Services and Christine VanBrunt, Coordinator of Library Technical Services. To ensure fair and open competition, the District utilizes an online vendor registration system to notify potential bidders of opportunities. Through this system, 282 vendors were notified of the solicitation, one bidder responded, and 281 did not respond. A more detailed review of specifications can be obtained by contacting the Purchasing Department.

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)

These items are, or will be, included in the General Fund or Capital Outlay Budget in an amount not to exceed $350,000.00.

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 Davis
Chief Information and Technology Officer
(813) 272-4600
Gretchen Saunders
Chief Business Officer
(813) 272-4270
5.21
Hillsborough County Public Schools (Florida) * Mtg.#20060502_175 * Section E Item# 5.21