HCPS FL Logo Business
Action Item
DATE: Tuesday, December 9, 2014
TO: School Board Members
FROM: MaryEllen Elia, Superintendent
SUBJECT / RECOMMENDATIONS
Accept the Lowest, Responsive, Responsible Bid Submitted by Multiple Vendors - Invitation to Bid (ITB) #14085-EST Musical Instruments - Elementary (Business Division)
EXECUTIVE SUMMARY
This bid was prepared at the request of the Elementary Music Education Department to establish fixed pricing for musical instruments such as drums, recorders, and Orff instruments.  Award of this contract shall be to the lowest responsive, responsible bidder for each line item, as specified in the bid.  This recommendation has been reviewed by the Supervisor of Elementary Music Education.

The initial term of this contract will be for a one-year period, with four one-year renewals, subject to negotiations and mutual agreement.  The Superintendent is authorized to approve any 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)
Year-to-date expenditures are $3,600 and $72,134 in 2013/2014.
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 6.37
Hillsborough County Public Schools (Florida) * Mtg.#20141209_646 (Board Meeting) * Section A Item# 6.37