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Action Item
DATE: Tuesday, February 1, 2011
TO: School Board Members
FROM: MaryEllen Elia, Superintendent
SUBJECT / RECOMMENDATIONS
Accept and Contract with the Lowest and Best Proposal Submitted by Follett Software Company for Textbook Inventory System, RFP #10076-DST (Business Division)
EXECUTIVE SUMMARY
On July 26, 2010, the Procurement Department, in conjunction with the Divisional Program Services Department, issued a Request for Proposal (RFP) for a textbook inventory 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 September 9, 2010.  Hillsborough County Public Schools utilized an online vendor registration system to notify potential proposers of opportunities.  Through this system, four firms responded (Attachment A).  The evaluation process included a committee of district and school-level personnel including assistant principals and teachers (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).

Executive Summary continued on next page. 

STRATEGIC OBJECTIVES
• Align financial resources to support the district’s strategic goals • Demonstrate best financial practices
FINANCIAL IMPACT (Budgeted:  Yes)
Budgeted funds of $644,668 are available for this project from multiple Part I sources, including set aside technology dollars, Curriculum and Instruction divisional budget, and a proportionate share of the primary and secondary divisional budgets. This amount will cover the initial software licenses, implementation, data conversion, barcodes, and barcode scanners.   An amount of $79,056 is budgeted for annual maintenance and licensing fees for years 2 through 5 of the contract.  Additional barcodes will be purchased annually based upon the quantity of new instructional materials purchased.

The initial savings from a 20% reduction in lost instructional materials is approximately $232,000, and the initial savings from a 40% annual reduction of excess inventory would be approximately $580,000.  The overall first year savings from the textbook inventory system would be approximately $812,000.

EVALUATION
Annually, district sites are required to complete an inventory of all instructional materials assigned to them. This system will allow us to accurately monitor the district's instructional materials assets, since it requires all instructional materials to be scanned into each site's inventory.   At the end of the fiscal year, the system will allow us to determine our cost savings through the redistribution of instructional materials based upon class loads at the sites, thereby avoiding unnecessary purchasing of materials already available within the district.
SUBMITTED BY:  Jean Bowman, General Manager, Procurement Department
Wynne A. Tye   Gretchen Saunders
Assistant Superintendent, Curriculum and Instruction
(813) 272-4221
  Chief Business Officer
(813) 272-4270
    A 5.09
Hillsborough County Public Schools (Florida) * Mtg.#20110201_452 (Board Meeting) * Section A Item# 5.09