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Action Item
DATE: Tuesday, July 17, 2012
TO: School Board Members
FROM: MaryEllen Elia, Superintendent
SUBJECT / RECOMMENDATIONS
Accept the Proposal Submitted by Encore Broadcast Equipment Sales, Inc. - Request for Proposal (RFP) #12057-EST Digital Video Studio (Business Division)
EXECUTIVE SUMMARY
On May 7, 2012, the Procurement Department, in conjunction with the Industrial and Technology Education Department, issued an RFP for digital video studio. A single firm responded and the district entered into direct negotiations with Encore Broadcast Sales, Inc.

The Advanced Academy of Film Production and Design at Spoto High School began in the fall of 2011.  This program is the first of its kind in the county and was designed to give students the opportunity to study and create interactive digital media. The television (TV) production facility was renovated to accommodate this new program and equipment is being updated and installed in phases in order to limit student interruptions.  This portion of the project includes the conversion of the TV studio control room to high definition (HD), the installation of a video production system, and HD recording devices, and the replacement of the studio lighting grid.    

The initial term of this contract will be for one year, 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 any extension 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)
Budgeted funds of $236,374 are available in Project 6992 Spoto Program Startup. The district saved $2,152 from the initial proposal.
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
Wynne A. Tye, Assistant Superintendent   Gretchen Saunders
Curriculum and Instruction
(813) 272-4221
  Chief Business Officer
(813) 272-4270
    A 5.15
Hillsborough County Public Schools (Florida) * Mtg.#20120717_509 (Board Meeting) * Section A Item# 5.15