02-26-2013 Special School Board Meeting
Agenda Item #24


Title
Purchasing Bids, RFP's, RFQ's and Sales & Services Agreements

Discussion

The Office of Purchasing Services prepares and distributes invitations to bid, requests for proposals or qualifications, at the requests of schools and departments.  Purchasing staff then tabulates, facilitates the review and selection, and prepares one of the following three recommendations:

1.  award to the lowest, responsive and responsible bidder or bidders.                                     

2.  approval of selection committee ranking of firms and to contract with the top-ranked firm(s) or next ranked firm(s) if parties cannot reach agreement, or                                    

3.  reject all submittals due to cost, non-compliance with specification, or other factors.

If the lowest bid is not recommended, justification must be provided by staff as to why the bidder(s) did not meet the definition of responsive and responsible within the solicitation.

Request for proposals or qualifications recommendations will be developed by a cross functional selection committee that evaluates proposals based on the criteria outlined in the solicitation document.

Attached are the summaries and/or recommendations for the approval of Invitation to Bids, Requests for Proposals, Requests for Qualifications, and Sales & Service Agreements.  Detailed information, including bid tabulations or ranking of firms may be obtained by contacting The Office of Purchasing Services.



Recommendation

a) ITB #13-B-044-WH - Telephone Systems Maintenance and Installation Services - Educational Technology

b) SS #13-SS-061-LL - Delta Cooling Tower - Plant Operations and Maintenance

c) SSA #13-159-CJ - Jostens, Inc. - L.B. Johnson Middle School Yearbook

d) SSA #13-244-CJ - Herf Jones, Inc. - Cocoa Beach Jr./Sr. High Yearbook

e) SSA #13-395-WH - Technical Training Aids, Inc. - Autodesk Design Academy - Curriculum & Instruction

f) SSA #13-399-WH - Renaissance Learning, Inc. - Accelerated Reader and Star Reader - Christa McAuliffe Elementary

g) SSA #13-397-KR - DKH Consulting Services, Inc. - Choice Schools

h) SSA #13-410-CO - Scribbles Software, Inc. - Choice Schools



Meeting Date(s)
Consent w/o Information - 2/26/2013

Authority for Action
Board Policy #6320, Florida Statute # 287.057, Florida Administrative Code 6A-1.012 and 6A-1.091

Involves Expenditure of Funds Directly in the Classroom
No

Source of Funding
Operating - Categorical
Operating - Grant
Operating - Other
Capital Projects
Other Sources
Agenda Item will not Require the Expenditure of Funds

FY
Amount
Budgeted
Fund
Cost Center
Project
Function
Object
Program
12-13a) $267,000YesVariableVariableVariableVariableVariableVariable
12-13b) $200,662Yes10095620029208100354000
12-13c) $34,310.00Yes80030316250109800500-
12-13d) $58,264.97Yes80050116250109800500-
12-13e) $44,900.00Yes10098100018685300365300
12-13f) $4,656.00YesVarious2161VariousVariousVariousVarious
12-13g) $0.00N/AN/AN/AN/AN/AN/AN/A
12-13h) $0.00N/AN/AN/AN/AN/AN/AN/A

Contact

Cheryl L. Olson - Director - Purchasing and Warehouse Services X 645

Judy R. Preston - Associate Superintendent of Financial Services X 600




Attachment:  a) ITB # 13-B-044 Agenda Item.pdf
Attachment:  b) SS #13-SS-061-LL Delta Cooling Tower - Agenda Item.pdf
Attachment:  c) SSA #13-159-CJ -- Jostens, Inc. L.B. Johnson Middle School Yearbook Agenda Item.pdf
Attachment:  d) SSA #13-244-CJ Herff Jones - Cocoa Beach Junior Senior High School Agenda Item.pdf
Attachment:  e) SSA # 13-395-WH TTA Agenda Item (2).pdf
Attachment:  f) SSA #13-399-WH Renaissance Learning Agenda Item.pdf
Attachment:  g) SSA #13-397-KR - DKH Consulting Services Inc Agenda Item.pdf
Attachment:  h) SSA 13-410-CO - Scribbles Software Agenda Item.pdf