HCPS FL Logo Business
Action Item
DATE: Tuesday, April 29, 2014
TO: School Board Members
FROM: MaryEllen Elia, Superintendent
SUBJECT / RECOMMENDATIONS
Accept the Piggyback of Bid #08-44-685, Education, Classroom, Miscellaneous Support Furniture and Related Services, Between Virco Manufacturing Corporation and Wichita Public Schools, via US Communities, for the Purchase of Classroom Desks (Curriculum and Instruction Division)
EXECUTIVE SUMMARY
The district will be utilizing the Wichita Public Schools agreement, via US Communities, which is a 70.9 percent discount off list price, to purchase classroom desks for Thompson Elementary School in Ruskin. Applicable Florida Department of Education (FLDOE) 6A-1.012(6) and district policy allows purchases from contracts awarded by other government agencies, district school boards, Department of Management Services (DMS), etc., at or below specified prices. The district was able to negotiate an additional $2,200 savings.

A specification review of classroom furniture had not been conducted by the district for approximately ten years.   Therefore, on January 14, 2014, classroom furniture vendors were asked to bring in samples for inspection by key stakeholders, including representatives from ESE, Media, Technology, and Elementary Administration.

Top rated items were determined including collaborative desks, which allow for individual and group study in flexible, dynamic arrangements. Final approval of colors and materials was provided by the principal of the new school.  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)
Funds of approximately $88,000 will be available in the Capital Outlay budget for the purchase of classroom desks.  
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   Gretchen Saunders
Assistant Superintendent, Curriculum and Instruction
(813) 272-4221
  Chief Business Officer
(813) 272-4270
    A 6.22
Hillsborough County Public Schools (Florida) * Mtg.#20140429_631 (Board Meeting) * Section A Item# 6.22