HCPS FL Logo Business
Action Item
DATE: Tuesday, February 22, 2011
TO: School Board Members
FROM: MaryEllen Elia, Superintendent
SUBJECT / RECOMMENDATIONS

Accept the Lowest and Best Bids Submitted by Various Vendors - Invitation to Bid (ITB) #10146-DST Athletic Equipment and Related Supplies (Business Division)

EXECUTIVE SUMMARY

In an attempt to provide additional bidding opportunities for our local and small business community, Hillsborough County Public Schools Athletics Department holds an annual trade show each year in Tampa in an effort to find the highest quality athletic gear for the lowest reasonable costs.  This ensures that our student athletes receive the athletic experiences and resources needed to promote sportsmanship, leadership, citizenship, and positive life lessons, both on and off the field.

This bid was prepared at the request of the Athletics Department to establish fixed pricing for athletic equipment and related supplies.   Award of this contract shall be to the lowest bidder for each line item as specified in the bid.  This recommendation has been reviewed by the Athletics Department Manager.   A more detailed review of the specifications can be obtained by contacting the Procurement Department.

The initial term of this contract will be for a one-year period, with two one-year renewals, subject to negotiations and mutual agreement.   The Superintendent is authorized to approve the renewal agreement, with all terms and conditions remaining unchanged.

STRATEGIC OBJECTIVES
• Align financial resources to support the district’s strategic goals • Demonstrate best financial practices
FINANCIAL IMPACT (Budgeted:  Yes)
Funds not to exceed $365,000 will be available in the Athletics Department General Fund budget for the purchase of athletic equipment and related supplies.  Due to a reduction in several line item costs, the district will save approximately $4,000 over the previous year's expenditures.
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
Wynne A. Tye   Gretchen Saunders
Assistant Superintendent , Curriculum and Instruction
(813) 272-4221
  Chief Business Officer
(813) 272-4270
    A 5.14
Hillsborough County Public Schools (Florida) * Mtg.#20110222_454 (Board Meeting) * Section A Item# 5.14