Hillsborough County Public Schools Business
Action Item

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

SUBJECT / RECOMMENDATIONS

Accept the Highest Ranked Proposal Submitted by Genticity for Request for Proposal #4740-CD Call Center - Training Module (Business Division)

EXECUTIVE SUMMARY

On March 28, 2006, the Purchasing Department on behalf of Adult Education issued a Request for Proposal (RFP) for a Call Center - Training Module based upon the specifications provided by Adult Education. The purpose of this RFP is to establish a qualified firm to develop, install, and provide maintenance for a Call Center - Training Module. This RFP includes all necessary training module accessories.

To ensure fair and open competition, the District utilizes an online vendor registration system to notify potential bidders of available opportunities. The District notified 929 vendors of the RFP and received two (2) proposals within the proposed timeframe (attachment A). The evaluation process included a committee of district level personnel (attachment B). The evaluation consisted of two phases. Phase I was conducted on April 6, 2006. Phase II was conducted on April 13, 2006. The Purchasing Staff contacted references to assist the committee during the evaluation process. The committee reviewed key points as a group and individually rated each vendor for a final compilation and ranking (attachments C and D). The fee schedule for the firm recommended for award is provided under attachment E. The initial term of the contract shall be for a three-year period with an effective date of May 3, 2006.

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 Curriculum and Instruction, Adult Technical Education budget in an amount not to exceed $100,000.

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 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: Willie Campbell, CPPO, CPPB, General Manager, Purchasing

Michael Grego, Ed.D.
Assistant Superintendent, Curriculum and Instruction
(813) 272-4221
Gretchen Saunders
Chief Business Officer
(813) 272-4270
5.39
Hillsborough County Public Schools (Florida) * Mtg.#20060502_175 * Section E Item# 5.39