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Action Item
DATE: Tuesday, May 17, 2011
TO: School Board Members
FROM: MaryEllen Elia, Superintendent
SUBJECT / RECOMMENDATIONS
Renew the Existing Bid Submitted by Various Vendors - Request for Proposal (RFP) #8032-MST Security Systems - Maintenance and Repair (Business Division)
EXECUTIVE SUMMARY
On March 19, 2008, the Procurement Department, in conjunction with the Maintenance Department, issued an RFP for the maintenance and repair of security systems.  Two vendors were awarded as primary and secondary suppliers.  These vendors maintain and repair generic non-proprietary district security systems. 

The initial term for this award was from June 11, 2008 to June 10, 2011, with two additional one-year renewal options, negotiable yearly.  The suppliers have agreed to renew for a four-month period, beginning June 11, 2011, and ending October 21, 2011, with prices, terms, and conditions to remain unchanged.  The Superintendent is authorized to approve the renewal agreement for the terms of the specifications.

STRATEGIC OBJECTIVES
•Â Align financial resources to support the district’s strategic goals
FINANCIAL IMPACT (Budgeted:  Yes)
The estimated four-month contract total is between $50,000 and $60,000.  The funding sources may include Millage and Public Education Capital Outlay (PECO).
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:  Mina Kaeding, Senior Procurement Officer, Procurement Department
Cathy Valdes   Gretchen Saunders
Chief Facilities Officer
(813) 272-4004
  Chief Business Officer
(813) 272-4270
    A 5.08
Hillsborough County Public Schools (Florida) * Mtg.#20110517_459 (Board Meeting) * Section A Item# 5.08