Hillsborough County Public Schools Business
Action Item

DATE: Tuesday, January 16, 2007
TO: School Board Members
FROM: MaryEllen Elia, Superintendent

SUBJECT / RECOMMENDATIONS

Accept the Lowest and Best Bids Submitted by Allied Protection Services, Inc. as the Primary Contractor, Diamond Security Services as the First Alternate Contractor, Empirical Protective Services, Inc. as the Second Alternate Contractor, and Excelsior Defense, Inc. as the Third Alternate Contractor - Invitation to Bid (ITB) #4891-TWS Security Personnel (Business Division)

EXECUTIVE SUMMARY

After analyzing annual usage of non-district security personnel, it was determined that our expenditures will exceed the bidding threshold. Consideration was also given to the need to standardize district security requirements. Therefore, the Purchasing Department in conjunction with the District’s Security Office solicited a bid for security personnel to be used throughout the School District. The bid establishes a firm price for the purchase of security services for a period of one (1) year. In order to meet the needs of the school system, and in the best interest of the School District, it is recommended that the contract be awarded to primary and alternate service providers. Consideration for award was based on the information submitted, including the firm's past performance, client references, qualifications, and cost. The primary contractor shall receive the largest volume of work. The School District reserves the right to procure services from the alternate contractors if: the primary contractor cannot comply with requirements or service delivery times; the primary contractor is not in compliance with service delivery requirements on current or previous service requests; in cases of emergency; it is in the best interest of the School District to do so regardless of reason. If the awarded contractors cannot timely provide the needed security personnel, this award may be supplemented with an additional ITB. To ensure fair and open competition, the District utilizes an online vendor registration system to notify potential bidders of opportunities. Through this system, four (4) 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 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)

Request for security personnel will vary from school to school or department based on need. All costs associated with this activity will be considered a cost of operation for the school or department and included in the Budget for the specific school or department.

EVALUATION

Contract administration or evaluation is performed by the Project Manager (end user) and Purchasing Analyst, 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, Procurement

Lewis Brinson
Assistant Superintendent, Division of Administration
(813) 272-4071
Gretchen Saunders
Chief Business Officer
(813) 272-4270
5.22
Hillsborough County Public Schools (Florida) * Mtg.#20070116_228 * Section E Item# 5.22