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Action Item
DATE: Tuesday, December 7, 2010
TO: School Board Members
FROM: MaryEllen Elia, Superintendent
SUBJECT / RECOMMENDATIONS
Accept the Proposal Submitted by E-Control Systems, Inc. - Request for Proposal (RFP) #10001-DST Temperature Monitoring System (Business Division)
EXECUTIVE SUMMARY
On September 17, 2010, the Procurement Department, in conjunction with the Student Nutrition Services Department, issued a Request for Proposal (RFP) for a temperature monitoring system.  To evaluate this RFP, firms were asked to provide their product information, implementation plan, qualifications and experience, small business utilization, and pricing.  Proposals were received on October 19, 2010.  Hillsborough County Public Schools utilized an online vendor registration system to notify potential proposers of opportunities.  Through this system, six firms responded (Attachment A).  The evaluation process included a committee of district-level personnel (Attachment B).  The committee evaluated the proposals based on stated criteria (Attachment C), and individually rated each firm (Attachment D).  The committee recommended awarding to the top ranked firm (Attachment E).

The initial term of the contract is for two years beginning December 8, 2010.  This contract may be renewed by the Superintendent for three additional one-year periods, provided all terms and conditions remain unchanged and in full force and effect.

The temperature monitoring system will provide data on our coolers, freezers, and storerooms that will enable the district to detect refrigeration problems and prevent food loss, as well as, streamline the procedures for documenting temperatures for auditing and safety reports.    

STRATEGIC OBJECTIVES
• Align financial resources to support the district’s strategic goals • Demonstrate best financial practices
FINANCIAL IMPACT (Budgeted:  Yes)
Funds of approximately $400,000 are included in the Student Nutrition Services budget to provide a temperature monitoring system.  Procurement staff negotiated a $43,000 reduction in overall cost.
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 Bowman, General Manager, Procurement Department
Gwendolyn L. Luney   Gretchen Saunders
Assistant Superintendent, Student Services and Federal Programs
(813) 272-4879
  Chief Business Officer
(813) 272-4270
    A 5.25
Hillsborough County Public Schools (Florida) * Mtg.#20101207_432 (Board Meeting) * Section A Item# 5.25