HCPS FL Logo Business
Action Item
DATE: Tuesday, December 13, 2011
TO: School Board Members
FROM: MaryEllen Elia, Superintendent
SUBJECT / RECOMMENDATIONS
Accept the Lowest and Best Bid Submitted by United Data Technologies, Inc. (UDT) - Invitation to Bid (ITB) #11121-DST Cisco Equipment Maintenance (Business Division)
EXECUTIVE SUMMARY
This bid was prepared at the request of the Information Services Department to establish fixed pricing for Cisco equipment maintenance and software upgrades.  The district has core equipment located at the ROSSAC Data Center and the Instructional Services Center, as well as equipment located in schools and remote sites.  Maintenance service is needed to ensure schools have connectivity to the Internet to support online testing and teaching aids.  The district will submit this agreement for E-Rate rebates, which are subject to E-Rate funding.  Award of this contract is to UDT, the lowest responsive, responsible bidder, as specified by the bid. 

The initial term of this contract shall be from December 14, 2011 through June 30, 2013, with two one-year renewals.  All prices offered are firm against any increase for the initial term of the contract.  This contract may be renewed by the Superintendent, 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)
Expenses were $94,400 for 2010/2011.   Funds of approximately $280,000 will be available in the Information Services Department budget for the initial 18-month period.  The ongoing annual rate will be $187,000. The annual cost change from the previous year is due to the maintenance of routers that are now out of warranty. 
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
David J. Steele, Ph.D.   Gretchen Saunders
Chief Information and Technology Officer and Project Director, Empowering Effective Teachers Grant
(813) 272-4600
  Chief Business Officer
(813) 272-4270
    A 5.30
Hillsborough County Public Schools (Florida) * Mtg.#20111213_480 (Board Meeting) * Section A Item# 5.30