Created : December 30, 2013 at 01:11 PM
March 15, 2005
Status: Pending
Approve additional expenditures on previously approved term contracts as shown below. The recommendations are requests for additional expenditures only and do not require any changes to the district budget.
A. APPROVAL TO CANCEL THE AWARD RECOMMENDATION ON THE FOLLOWING CONTRACT:
1. 25-011B – Custodial Maintenance and Basic Cleaning Supplies (additional expenditure of $0 requested; $1,200,000 originally approved on 10/19/04)
It is recommended that the action taken at the October 19, 2004 School Board Meeting awarding Bid Item 32A/32B to Calico Industries, Inc. as the primary vendor be canceled without penalty because Calico Industries made a scrivener’s error on the quote given to SBBC. Carlisle’s price offered to Calico Industries was a package of 5 nylon pads and was not clearly stated on the bid by Calico and could reasonably be considered as the net price per case. The miscommunication was between Carlisle and Calico Industries. Both companies are aware of this mistake and have taken measures to better communicate this information so this will not happen again. Item 32A/32B will be purchased from the alternate vendor, Genesis II.
B. APPROVAL FOR EXTENSION ON THE FOLLOWING CONTRACT:
1. 21-041H – Photo ID Card and Printing Systems (additional expenditure of $0 requested; $750,000 originally approved on 3/20/01)
It is recommended that the contract with Plasco, Inc., be extended on a month-to-month basis until such time as an award recommendation for RFP 25-076N Security Identification Management Solution can be presented to the Board for award. Staff is in the process of negotiating an agreement with a proposer who will provide a comprehensive security identification management solution that meets the functional, technical, supportive and administrative requirements of the district. The solution will provide, but not be limited to, goods and services that will aid SBBC in tracking visitors, volunteers and staff to control campus security. Additionally, it will verify clearance of all visitors, print badges with photos of all people allowed to visit district sites, and track and provide reports of all visitors and vendors entering SBBC sites. The items procured under Bid 21-041H will then be procured under RFP 25-076N. This recommendation is not a request for an additional expenditure. This recommendation will allow the schools, departments and centers to continue purchasing photo ID card and printing systems.
C. APPROVAL FOR EXTENSION AND AN ADDITIONAL EXPENDITURE ON THE FOLLOWING CONTRACT:
1. 21-244H – Photo ID Card and Printing System Supplies (additional expenditure of $100,000 requested; $500,000 originally approved on 12/18/01)
It is recommended that the contract with Plasco, Inc., be extended on a month-to-month basis until such time as an award recommendation for RFP 25-076N Security Identification Management Solution can be presented to the Board for award; and that the School Board authorize an additional expenditure of $100,000. Staff is in the process of negotiating an agreement with a proposer who will provide a comprehensive security identification management solution that meets the functional, technical, supportive and administrative requirements of the district. The solution will provide, but not be limited to, goods and services that will aid SBBC in tracking visitors, volunteers and staff to control campus security. Additionally, it will verify clearance of all visitors, print badges with photos of all people allowed to visit district sites, and track and provide reports of all visitors and vendors entering SBBC sites. The items procured under Bid 21-244H will then be procured under RFP 25-076N. The amount of the recommended spending authority is available from funds already included in the District budget. This recommendation will allow the schools, departments and centers to continue purchasing photo ID card and printing system supplies and will provide for an approximate total expenditure of $600,000 for the award period.
D. APPROVAL FOR RENEWAL ON THE FOLLOWING CONTRACT:
1. E-04 05/20/03 – Cash Registers for the School Cafeterias (additional expenditure of $0 requested; $700,000 originally approved on 5/20/03)
It is recommended that the contract with PCS Revenue Control Systems, Inc. be renewed for an additional year from May 1, 2005 through April 30, 2006 in accordance with Special Condition 3 of the negotiation. This recommendation is not a request for an additional expenditure. This recommendation will allow schools, departments and centers to continue purchasing cash registers as required through April 30, 2006.
E. APPROVAL TO RESCIND THE AWARD RECOMMENDATION ON THE FOLLOWING CONTRACTS:
1. 25-086H – Printed Music (Catalog Discount Bid) (additional expenditure of $0 requested; $200,000 originally approved on 11/9/04)
It is recommended that the award to Luck’s Music Library which was approved at the November 9, 2004 Board Meeting, be rescinded without penalty. This vendor was unable to meet the insurance requirements stated in this bid.
2. 25-088H – Athletic and Physical Education Supplies, Equipment, Uniforms and Shirts (Catalog) (additional expenditure of $0 requested; $5,500,000 originally approved on 11/9/04)
It is recommended that the award of all items to Ammer Athletic and Delsports which were approved at the November 9, 2004 Board meeting, be rescinded without penalty. These vendors were unable to meet the insurance requirements stated in this bid (see attached summary for new award placements); that the primary vendor award for Item 76 to Orlando Team Sports be rescinded (vendor not an authorized distributor-recommend Webster Team Sports as primary vendor); and the primary vendor award for Item 153 to Orlando Team Sports be revised to state “stock items only” (vendor not an authorized distributor for custom items-recommend Webster Team Sports as primary vendor for custom items).
These recommendations for additional spending authority will be funded from available funds already included in various school/department/center budgets or as described in the Summary Explanation and Background.
Requested Action
Approve additional expenditures on previously approved term contracts as shown below. The recommendations are requests for additional expenditures only and do not require any changes to the district budget.
Summary
A. APPROVAL TO CANCEL THE AWARD RECOMMENDATION ON THE FOLLOWING CONTRACT:
1. 25-011B – Custodial Maintenance and Basic Cleaning Supplies (additional expenditure of $0 requested; $1,200,000 originally approved on 10/19/04)
It is recommended that the action taken at the October 19, 2004 School Board Meeting awarding Bid Item 32A/32B to Calico Industries, Inc. as the primary vendor be canceled without penalty because Calico Industries made a scrivener’s error on the quote given to SBBC. Carlisle’s price offered to Calico Industries was a package of 5 nylon pads and was not clearly stated on the bid by Calico and could reasonably be considered as the net price per case. The miscommunication was between Carlisle and Calico Industries. Both companies are aware of this mistake and have taken measures to better communicate this information so this will not happen again. Item 32A/32B will be purchased from the alternate vendor, Genesis II.
B. APPROVAL FOR EXTENSION ON THE FOLLOWING CONTRACT:
1. 21-041H – Photo ID Card and Printing Systems (additional expenditure of $0 requested; $750,000 originally approved on 3/20/01)
It is recommended that the contract with Plasco, Inc., be extended on a month-to-month basis until such time as an award recommendation for RFP 25-076N Security Identification Management Solution can be presented to the Board for award. Staff is in the process of negotiating an agreement with a proposer who will provide a comprehensive security identification management solution that meets the functional, technical, supportive and administrative requirements of the district. The solution will provide, but not be limited to, goods and services that will aid SBBC in tracking visitors, volunteers and staff to control campus security. Additionally, it will verify clearance of all visitors, print badges with photos of all people allowed to visit district sites, and track and provide reports of all visitors and vendors entering SBBC sites. The items procured under Bid 21-041H will then be procured under RFP 25-076N. This recommendation is not a request for an additional expenditure. This recommendation will allow the schools, departments and centers to continue purchasing photo ID card and printing systems.
C. APPROVAL FOR EXTENSION AND AN ADDITIONAL EXPENDITURE ON THE FOLLOWING CONTRACT:
1. 21-244H – Photo ID Card and Printing System Supplies (additional expenditure of $100,000 requested; $500,000 originally approved on 12/18/01)
It is recommended that the contract with Plasco, Inc., be extended on a month-to-month basis until such time as an award recommendation for RFP 25-076N Security Identification Management Solution can be presented to the Board for award; and that the School Board authorize an additional expenditure of $100,000. Staff is in the process of negotiating an agreement with a proposer who will provide a comprehensive security identification management solution that meets the functional, technical, supportive and administrative requirements of the district. The solution will provide, but not be limited to, goods and services that will aid SBBC in tracking visitors, volunteers and staff to control campus security. Additionally, it will verify clearance of all visitors, print badges with photos of all people allowed to visit district sites, and track and provide reports of all visitors and vendors entering SBBC sites. The items procured under Bid 21-244H will then be procured under RFP 25-076N. The amount of the recommended spending authority is available from funds already included in the District budget. This recommendation will allow the schools, departments and centers to continue purchasing photo ID card and printing system supplies and will provide for an approximate total expenditure of $600,000 for the award period.
D. APPROVAL FOR RENEWAL ON THE FOLLOWING CONTRACT:
1. E-04 05/20/03 – Cash Registers for the School Cafeterias (additional expenditure of $0 requested; $700,000 originally approved on 5/20/03)
It is recommended that the contract with PCS Revenue Control Systems, Inc. be renewed for an additional year from May 1, 2005 through April 30, 2006 in accordance with Special Condition 3 of the negotiation. This recommendation is not a request for an additional expenditure. This recommendation will allow schools, departments and centers to continue purchasing cash registers as required through April 30, 2006.
E. APPROVAL TO RESCIND THE AWARD RECOMMENDATION ON THE FOLLOWING CONTRACTS:
1. 25-086H – Printed Music (Catalog Discount Bid) (additional expenditure of $0 requested; $200,000 originally approved on 11/9/04)
It is recommended that the award to Luck’s Music Library which was approved at the November 9, 2004 Board Meeting, be rescinded without penalty. This vendor was unable to meet the insurance requirements stated in this bid.
2. 25-088H – Athletic and Physical Education Supplies, Equipment, Uniforms and Shirts (Catalog) (additional expenditure of $0 requested; $5,500,000 originally approved on 11/9/04)
It is recommended that the award of all items to Ammer Athletic and Delsports which were approved at the November 9, 2004 Board meeting, be rescinded without penalty. These vendors were unable to meet the insurance requirements stated in this bid (see attached summary for new award placements); that the primary vendor award for Item 76 to Orlando Team Sports be rescinded (vendor not an authorized distributor-recommend Webster Team Sports as primary vendor); and the primary vendor award for Item 153 to Orlando Team Sports be revised to state “stock items only” (vendor not an authorized distributor for custom items-recommend Webster Team Sports as primary vendor for custom items).
School Board Goals
| Goal 3 - All operations of the school system will demonstrate best practices while supporting student achievement. |
Financial Impact
These recommendations for additional spending authority will be funded from available funds already included in various school/department/center budgets or as described in the Summary Explanation and Background.
Source of Additional Information
Donnie Carter 754 321-2610
Associated File Attachments
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25011B (Files) | |
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21041H (Files) | |
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21244H (Files) | |
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CashRegistersSchoolCafeterias (Files) | |
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25086H (Files) | |
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25088H (Files) | |
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ExecutedARF (Files) |