Hillsborough County Public Schools Business
Action Item

DATE: Tuesday, February 19, 2008
TO: School Board Members
FROM: MaryEllen Elia, Superintendent

SUBJECT / RECOMMENDATIONS

Accept the Lowest and Best Bids Submitted by Various Vendors- Invitation to Bid (ITB) #0007075-DST Antifreeze, Oil and Lubricants (Business Division)

EXECUTIVE SUMMARY

This bid was prepared at the request of the Transportation Department and the Sites and Utilities Department to establish a firm price for the purchase of antifreeze, oil and lubricants. The award of this contract shall be to the lowest bidder for each line item or groups of items, whichever is in the best interest of the District. This recommendation has been reviewed by the Fleet Maintenance Manager and the Schools Utilities Manager. 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 $310,000 will be available in the Transportation Department and approximately $10,000 will be available in the Sites and Utilities Department for the purchase of antifreeze, oil and lubricants.

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

Jack Davis
Chief Information and Technology Officer
(813) 272-4600
Gretchen Saunders
Chief Business Officer
(813) 272-4270
A 5.10
Hillsborough County Public Schools (Florida) * Mtg.#20080219_288 * Section A Item# 5.10