Hillsborough County Public Schools Business
Action Item

DATE: Tuesday, March 24, 2009
TO: School Board Members
FROM: MaryEllen Elia, Superintendent

SUBJECT / RECOMMENDATIONS

Accept the Lowest and Best Bids Submitted by Various Vendors - Invitation to Bid (ITB) #9023-EST Sheet Music (Business Division)

EXECUTIVE SUMMARY

This bid was prepared at the request of the Middle/Secondary Music Department to establish fixed pricing for sheet music. Award of this contract shall be to the lowest bidder for each line item or total for a group, as specified in the bid. This recommendation has been reviewed by the General Director of Middle School Education. A more detailed review of specifications can be obtained by contacting the Procurement Department.

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)

Funds of approximately $50,000 will be available in the Middle/Secondary Music Department's budget for sheet music. Bid items are exempt from the sealed competitive bidding requirement. The Bid solicitation created a cost avoidance of $13,400 ($46,500) or 23% from the original quoted cost of $59,900.

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

Wynne Tye
Assistant Superintendent Curriculum & Instruction
(813) 272-4221
Gretchen Saunders
Chief Business Officer
(813) 272-4270
A 5.17
Hillsborough County Public Schools (Florida) * Mtg.#20090324_346 * Section A Item# 5.17