HCPS FL Logo Business
Action Item
DATE: Tuesday, May 3, 2011
TO: School Board Members
FROM: MaryEllen Elia, Superintendent
SUBJECT / RECOMMENDATIONS
Renew the Existing Bid Submitted by Various Vendors - Request for Proposal (RFP) #8005-MST Public Address Systems Repair and Maintenance (Business Division)
EXECUTIVE SUMMARY
On February 12, 2008, the Procurement Department, in conjunction with the Maintenance Department, issued an RFP for maintenance and repair of public address systems. 

The initial term for this award was from April 16, 2008 to April 15, 2011, with two additional one-year renewal options, negotiable yearly.  The district is choosing to renew for a six-month period and the suppliers have agreed to renew for a six-month period beginning April 16, 2011, and ending October 21, 2011.  Prices, terms, and conditions will remain unchanged.  The Superintendent is authorized to approve the renewal agreement for the terms of the specifications.
STRATEGIC OBJECTIVES
• Align financial resources to support the district’s strategic goals
FINANCIAL IMPACT (Budgeted:  Yes)
The estimated contract total is between $60,000 and $65,000.  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 5.15
Hillsborough County Public Schools (Florida) * Mtg.#20110503_458 (Board Meeting) * Section A Item# 5.15