Action Item
|
Administration
Action Item |
| DATE: | Tuesday, January 20, 2015 |
| TO: | School Board Members |
| FROM: | MaryEllen Elia, Superintendent |
| SUBJECT / RECOMMENDATIONS | |
| Approve the Piggyback Between Xerox Corporation and the University of South Florida for Copier Rental Service, Agreement # 072503700 (Administration Division) | |
| EXECUTIVE SUMMARY | |
| This lease is for digital copier equipment to be utilized by the Raymond O. Shelton School Administrative Center (ROSSAC) print room. The ROSSAC print room provides copy services to internal customers including projects such as School Board agendas, Administrative Bulletins, training materials, and many other print jobs for district staff. The print room averages approximately 5.8 million copies per year.
The attached agreement allows for a 60-month copier lease. However, it does not constitute a multiple fiscal year financial obligation; an obligation payable in any fiscal year beyond the fiscal year for which funds are appropriated; or an obligation creating a pledge of or a lien on tax or general revenues. In accordance with the Florida Department of Education (DOE), Purchasing Policy 6A-1.012(6), in lieu of requesting competitive solicitations from three or more sources, district school boards may make purchases at or below the specified prices from contracts awarded by other city or county governmental agencies, or other district school boards. Xerox requests the School Board Chair's signature be the first signature on the contract to acknowledge acceptance prior to their final signature. |
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| STRATEGIC OBJECTIVES | |
| • Demonstrate best financial practices | |
| FINANCIAL IMPACT (Budgeted: No) | |
| Annual funds in the amount of $42,958 are included in the Division of Administration’s budget. A reduction in monthly charges for copier lease services will result in an approximate yearly savings of $1,116. | |
| 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: Tanly Cabrera, Director of Administration | |
| Lewis A. Brinson, Ed.D. | Gretchen Saunders | |
| Assistant Superintendent for Administration (813) 272-4071 |
Chief Business Officer (813) 272-4270 |
|
| A 6.05 | ||
| Hillsborough County Public Schools (Florida) * Mtg.#20150120_682 (Board Meeting) * Section A Item# 6.05 | ||