Hillsborough County Public Schools Business
Action Item

DATE: Tuesday, July 11, 2006
TO: School Board Members
FROM: MaryEllen Elia, Superintendent

SUBJECT / RECOMMENDATIONS

Accept the Lowest and Best Bid Submitted by Various Vendors - Invitation to Bid #4690-HM Floor Maintenance Machines (Business Division)

EXECUTIVE SUMMARY

This bid was prepared at the request of the Custodial Operations Department to establish a firm price for the purchase of floor maintenance machines for use at various locations. This award is made to the lowest responsive and responsible bidders meeting specifications. This recommendation has been reviewed by the General Manager of Maintenance. To ensure fair and open competition, the District utilizes an online vendor registration system to notify potential bidders of opportunities. Through this system, 12 bidders responded. 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 $218,000.

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 T. Campbell, CPPO, CPPB, General Manager of Procurement

Cathy Valdes
Chief Facilities Officer
(813) 272-4004
Gretchen Saunders
Chief Business Officer
(813) 272-4270
5.17
Hillsborough County Public Schools (Florida) * Mtg.#20060711_179 * Section E Item# 5.17