Hillsborough County Public Schools Business
Action Item

DATE: Tuesday, May 16, 2006
TO: School Board Members
FROM: MaryEllen Elia, Superintendent

SUBJECT / RECOMMENDATIONS

Accept the Lowest and Best Bid Submitted by Grainger and Authorize Staff to Purchase Combination Lock # 1525 Directly From Master Lock with Southern Lock as the Alternate - Bid # 4838-KJ Locks, Combination and Padlock (Business Division)

EXECUTIVE SUMMARY

This bid was prepared at the request of the Purchasing Department to establish a firm price for the purchase of padlocks and combination locks. This award is made to the lowest responsive and responsible bidder meeting specifications. Currently, the manufacturer is accepting direct orders for Combination Lock #1525 at a price less than the lowest bid response. This item will be purchased directly from the manufacturer unless manufacturer price exceeds the lowest bid. To ensure fair and open competition, the District utilizes an online vendor registration system to notify potential bidders of opportunities. Through this system 267 vendors were notified of the solicitations, ten bidders responded, and 257 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 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 Budget in an amount not to exceed $30,000.

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: Verna Hurley, Assistant Department Manager

Willie T. Campbell, CPPO, CPPB
General Manager of Procurement
(813) 272-4374
Gretchen Saunders
Chief Business Officer
(813) 272-4270
5.10
Hillsborough County Public Schools (Florida) * Mtg.#20060516_176 * Section E Item# 5.10