Hillsborough County Public Schools Business
Action Item

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

SUBJECT / RECOMMENDATIONS

Accept the Lowest and Best Bid Submitted by Herff Jones, Inc. - Invitation to Bid (ITB) #0007076-EST Diplomas (Business Division)

EXECUTIVE SUMMARY

This bid was prepared at the request of the Administration Division to establish a firm price for the purchase of diplomas. This award is made to the lowest responsive and responsible bidder meeting specifications. This recommendation has been reviewed by the Director of Administration. A more detailed review of specifications can be obtained by contacting the Procurement 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)

Funds of approximately $25,000 will be available in the Administration budget for the purchase of diplomas.

EVALUATION

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

Lewis Brinson
Assistant Superintendent for Administration
(813) 272-4070
Gretchen Saunders
Chief Business Officer
(813) 272-4270
A 5.04
Hillsborough County Public Schools (Florida) * Mtg.#20080122_315 * Section A Item# 5.04