HCPS FL Logo Business
Action Item
DATE: Tuesday, May 17, 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) #11049-MST Telephone Systems and Related Parts (Business Division)
EXECUTIVE SUMMARY
This bid was prepared at the request of the Communications and Electronics Department to establish fixed pricing for telephone systems and related parts.  These parts are required to maintain our existing telephone systems.

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 Communications and Electronics Department Manager.  The initial terms of this contract will be for a one-year period, with four one-year renewals, subject to negotiations and mutual agreement.  The Superintendent is authorized to approve the renewal agreement, per the terms of the specifications.
STRATEGIC OBJECTIVES
• Align financial resources to support the district’s strategic goals • Demonstrate best financial practices
FINANCIAL IMPACT (Budgeted:  Yes)
The estimated annual contract total is between $150,000 and $200,000.  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:  Jean Bowman, General Manager, Procurement Department
Cathy Valdes   Gretchen Saunders
Chief Facilities Officer
(813) 272-4004		   Chief Business Officer
(813) 272-4270
    A 5.11
Hillsborough County Public Schools (Florida) * Mtg.#20110517_459 (Board Meeting) * Section A Item# 5.11