Hillsborough County Public Schools Business
Action Item

DATE: Tuesday, January 22, 2008
TO: School Board Members
FROM: MaryEllen Elia, Superintendent

SUBJECT / RECOMMENDATIONS

Accept and Contract with the Lowest and Best Bids Submitted by Various Vendors for Cabling and by Schmidt Dell Associates, Inc. for Engineering Services - Invitation to Bid (ITB) #7101-DST LAN Engineering and Infrastructure Improvements (Cabling) (Business Division)

EXECUTIVE SUMMARY

This bid was prepared at the request of the CCTV/LAN Department to establish fixed pricing for LAN engineering and infrastructure improvements (cabling) utilizing E-Rate procedures. It is expected that 13 schools will be approved by E-Rate for upgrading of cabling. To ensure timely installation of cabling for the 13 schools, it is recommended that TTM, Inc. provide cabling to six schools, Southern Telcom Communications, Inc. provide cabling to four schools, and Telecommunications & Data of Tampa, LLC provide cabling to three schools. In the event that less than 13 schools are approved for funding, the above allocation of schools to the awarded vendors will be reduced by one beginning with the highest cost contractor, Telecommunications & Data of Tampa, LLC , and will rotate through to the lowest cost contractor, TTM, Inc. This process will be repeated until the approved number of schools is reached. For example, if 11 schools are approved, the allocation for Southern Telcom and TTM, Inc. will be reduced by one and if 10 schools are approved the allocation for all three vendors will be reduced by one. The assignment of the specific schools to the vendors will be at the discretion of the District's CCTV/LAN Department. This recommendation has been reviewed by the Manager of Technology Customer Service and Support. As a requirement of the ITB, all bidders must have a registration or service provider number issued by the Universal Service Fund (E-Rate) in order to be eligible to receive reimbursement. 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)

These funds are, or will be, included in the General Fund Budget in an amount not to exceed $789,660 for cabling and $322,146.95 for engineering. The District staff will follow the E-Rate procedures to ensure eligible sites receive the maximum rebates of 80% to 90%. The value of goods and services is approximately $5,308,363.50, which represents an estimated cost savings of $4,196,556.55.

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: Jean R. Bowman, General Manager, Procurement Department

Jack E. Davis
Chief Information Officer
(813) 272-4600
Gretchen Saunders
Chief Business Officer
(813) 272-4270
A 5.02
Hillsborough County Public Schools (Florida) * Mtg.#20080122_315 * Section A Item# 5.02