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Business
Action Item
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DATE: Thursday, November 9, 2006
TO: School Board Members
FROM: MaryEllen Elia, Superintendent
SUBJECT / RECOMMENDATIONS
Accept the Proposal Submitted by Price’s Writing & Editing Service for Request for Proposal (RFP) #4826-TS School Board Policy Manual Development Services (Business Division)
EXECUTIVE SUMMARY
On September 5, 2006, the Purchasing Department on behalf of the Division of Administration issued a RFP to develop the School Board policy manual based upon specifications provided by Administration. The purpose of this RFP is to establish a contract with a qualified firm to research current laws matching them to our policy manual. The RFP also required the vendor to match existing policies with State Board of Education Rules, to research with district staff members potential changes to existing policies, and to create recommendations for changes in the policies. The RFP also required the vendor to produce a final draft of a recommended new policy document for consideration by the Superintendent and the Board. This involves research, editing, and development of a finished product to include oral and written presentations. To evaluate this RFP, firms were asked to provide their account service team, approach/methodology, services, experience and qualifications of the firm and references, small business utilization, and cost/fees for services. Proposals were due on September 27, 2006. The District utilizes an online vendor registration system to notify potential bidders of opportunities. Through this system, two (2) firms responded (Attachment A). Proposals were received from Price’s Writing & Editing Service and The Professional Employee, Inc. The evaluation process included a committee of district level personnel (Attachment B). Prior to Phase l, Purchasing staff contacted references to assist the committee in determining which firm(s) would advance. During Phase I, the committee evaluated the proposals based on the RFP criteria (Attachment C) to determine which firm(s) would advance to Phase II, oral presentations. After the oral presentations, the committee reviewed key points as a group and individually rated each firm for final compilation and ranking (Attachment D). Debi Veranth, Director of Administration, is the person with whom the consultant will communicate as to matters relating to this contract. The contract shall have an effective date of November 10, 2006, and an expiration date of November 9, 2007.
ANNUAL DISTRICT GOAL(S) AND CRITICAL SUCCESS FACTOR(S)
As stated in OPPAGA report: “Efficient purchasing and warehousing require 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)
Funds for this project are, or will be, included in the Division of Administration's budget in an amount amount not to exceed $7,500.
EVALUATION
The Project Manager (end user) and Purchasing Analyst, who function as a team, perform contract administration or evaluation. 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, Procurement
Debi Veranth, Director of Administration
Lewis Brinson
Assistant Superintendent, Division of Administration
(813) 272-4071
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Gretchen Saunders
Chief Business Officer
(813) 272-4270
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5.04
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Hillsborough County Public Schools (Florida) * Mtg.#20061109_225 * Section E Item# 5.04
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