Hillsborough County Public Schools Business
Action Item

DATE: Tuesday, October 5, 2010
TO: School Board Members
FROM: MaryEllen Elia, Superintendent

SUBJECT / RECOMMENDATIONS

Renew Existing Bid Submitted by Southern Lock & Supply Co. - Invitation to Bid (ITB) #9101-MST Door Hardware and Safes (Business Division)

EXECUTIVE SUMMARY

On September 5, 2009, the Procurement Department, in conjunction with the Maintenance Department, issued an Invitation to Bid for door hardware and safes. The initial term for this award was from November 18, 2009 to November 17, 2010, with four additional one-year renewal options, negotiable yearly. The supplier has agreed to renew for the second year, beginning November 17, 2010, and ending November 16, 2011, with prices, terms, and conditions to remain unchanged. The Superintendent is authorized to approve the renewal agreement for the terms of specifications.

ANNUAL DISTRICT GOAL(S) AND CRITICAL SUCCESS FACTOR(S)

* Align financial resources to support the district’s strategic goals, * Demonstrate best financial practices

FINANCIAL IMPACT (Budgeted: Yes)

These services are included in the Maintenance Department Budget in an amount not to exceed $200,000.

EVALUATION

Contract administration or evaluation is performed by the Project Manager (end user) and Procurement Officer, 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: Mina Kaeding, Senior Procurement Officer; Jean Bowman, General Manager, Procurement Department

Cathy Valdes
Chief Facilities Officer
813-272-4004
Gretchen Saunders
Chief Business Officer
813-272-4270
A 5.25
Hillsborough County Public Schools (Florida) * Mtg.#20101005_428 * Section A Item# 5.25