Hillsborough County Public Schools Business
Action Item

DATE: Tuesday, April 10, 2007
TO: School Board Members
FROM: MaryEllen Elia, Superintendent

SUBJECT / RECOMMENDATIONS

Accept the Proposal Submitted by KPMG, L.L.P. - Request for Proposal (RFP) #4951-TWS Audit Services (Business Division)

EXECUTIVE SUMMARY

On February 20, 2007, the Purchasing Department in conjunction with the Business Services Accounting Department issued a RFP for audit services. To evaluate this RFP, firms were asked to provide their implementation plan, qualifications and experience, small business utilization, references, and cost/fees for services. Proposals were due on March 12, 2007. The District utilizes an online vendor registration system to notify potential bidders of opportunities. Through this system, four firms responded (Attachment A). Proposals were received from Cherry, Bekaert & Holland, L.L.P., Ernst & Young, L.L.P., King & Walker, CPAs, PL, and KPMG, L.L.P. The evaluation process included a committee of district-level personnel (Attachment B). Prior to Phase I, members of the Purchasing staff contacted references to assist the committee in determining which firms would advance. The committee evaluated the proposals, with the exception of cost, based on RFP criteria during Phase I on March 26, 2007 (Attachment C). Excluding cost from the Phase I evaluations allowed the committee to better focus on the technical aspects of the proposals. A short list was developed based on the results of Phase I evaluations. The firms on the short list were Ernst & Young, L.L.P. and KPMG, L.L.P. Interviews were conducted with these firms during Phase II on March 27, 2007. The committee reviewed key points, to include cost, as a group and individually rated each firm for final compilation and ranking (Attachment D). The fee schedule for the requested service is shown on Attachment E. The initial term of the contract shall be for a five year period with an effective date of April 11, 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."

FINANCIAL IMPACT (Budgeted: Yes)

These funds are, or will be, included in the General Fund Budget in an amount not to exceed $260,000 for the first year. Costs for years two through five will vary based on the selection of items listed on Attachment E.

EVALUATION

Contract administration or evaluation is performed by the Project Manager 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: Tammy Winton-Spearman, CPPB, Purchasing Analyst

Willie T. Campbell, CPPO, CPPB
General Manager, Procurement
(813) 272-4374
Gretchen Saunders
Chief Business Officer
(813) 272-4270
5.16
Hillsborough County Public Schools (Florida) * Mtg.#20070410_238 * Section E Item# 5.16