HCPS FL Logo Business
Action Item
DATE: Tuesday, July 26, 2011
TO: School Board Members
FROM: MaryEllen Elia, Superintendent
SUBJECT / RECOMMENDATIONS
Accept the Proposal from GSA Security, Inc. - Request For Proposal (RFP) #11079-Camera and Access Control Systems (Installation, Maintenance, Repair, and Modification) (Business Division)
EXECUTIVE SUMMARY
On June 2, 2011, the Procurement Department, in conjunction with the Communications and Electronics Department, issued an RFP for maintenance and repair or modification of existing security cameras and access control systems, as well as the installation of new equipment at various district sites.  Three firms responded and a committee of district personnel evaluated their proposals.  After presentations and questions, which narrowed the field, the committee recommended awarding to the top-ranked firm.

The purpose of this RFP was to establish the best service levels with an emphasis on technical qualifications, demonstrable design, installation training with certifications, and the ability to respond quickly and efficiently.  In previous years, the number of security cameras and access control systems has grown from a minimum number of locations to 86 sites throughout the district.  There are currently 173 security cameras and an additional 63 cameras with associated access control systems.   Placement and maintenance of these cameras and systems help to insure the security of our students, staff, and property.  The end user may bid projects exceeding $5,000 among the RFP respondents to ensure optimal value. 

The initial term of this contract will be for one year beginning July 27, 2011, with four one-year renewals.  All prices offered are firm against any increase for at least one year from the effective date.  The Superintendent is authorized to approve renewal agreements, 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)

Expenditures were $80,551 for 2010/2011. The Procurement Department requested a best and final offer from the top-ranked vendor and was able to generate an initial year estimated savings of $1,800 from the originally proposed rates.

EVALUATION
Contract administration or evaluation is performed by the Project Manager (end user) and the 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 L. Valdes   Gretchen Saunders
Chief Facilities Officer
813-272-4004
  Chief Business Officer
(813) 272-4270
    A 5.19
Hillsborough County Public Schools (Florida) * Mtg.#20110726_468 (Board Meeting followed by Public Hearing) * Section A Item# 5.19