HCPS FL Logo Business
Action Item
DATE: Tuesday, July 17, 2012
TO: School Board Members
FROM: MaryEllen Elia, Superintendent
SUBJECT / RECOMMENDATIONS
Approve the Purchase of Remanufactured Toner and Inkjet Cartridges from Office Depot under the Existing Request for Proposal (RFP) #11067-EST Toner and Ink (Business Division)
EXECUTIVE SUMMARY
On July 18, 2011, the Board approved Office Depot as the awarded vendor who established the best value to provide Original Equipment Manufacturer (OEM) toner, as well as remanufactured high-quality toner. If successful, the managed document services pilot, approved by the Board on May 08, 2012, will result in a solicitation to select a supplier who will provide remanufactured  toner and inkjet cartridges.

In the last year, numerous end users chose remanufactured products from an Office Depot partner, Clover Technologies Group.  Nearly one-third of our total purchases were remanufactured products used without incident demonstrating a positive outcome. We are recommending mandatory substitution for OEM products, such as Hewlett Packard, that have a direct remanufactured matched product.

Office Depot and Clover Technologies provide a 12-month warranty for product.  If the product fails, it will be replaced or credit issued. The product is warranted not to damage the print head or printing mechanism. In the event any damage to the printing mechanism occurs the manufacturer will pay for the cost of service and repair.

This proposal will save the district minimally $375,000 based on last year’s usage.
STRATEGIC OBJECTIVES
• Align financial resources to support the district’s strategic goals • Demonstrate best financial practices
FINANCIAL IMPACT (Budgeted:  Yes)
Funds will be made available from the end user department budgets.  Based on the previous year's expense less proposed savings, the district will expend approximately $1,000,000 for toner and ink.
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   Gretchen Saunders
General Manager, Procurement Department
813-272-4374		   Chief Business Officer
(813) 272-4270
    A 5.16
Hillsborough County Public Schools (Florida) * Mtg.#20120717_509 (Board Meeting) * Section A Item# 5.16