School District of Clay County
Green Cove Springs, Florida
Teacher Inservice Center - Fleming Island High School 2233 Village Square Parkway Hearings for Special Actions regarding Students - 4:00 p.m. Regular Meeting - 7:00 p.m.
December 20, 2007 Regular Meeting
Agenda Item #22

Item Title
C-22 Bids to Be Awarded December 2007


Issue Rationale for bids to be awarded as required per FS 287, DOE 6A-1.01 and School Board Policy


a. Cisco Active Electronics (E-Rate) Bid#08-MI-79 – This is a multi-part bid established to purchase voice communications, wireless local area networks and switch/router equipment. Part A listed all school locations, Part B is for Voice Communication, Part C is for Wireless LAN, Part D is for switches and routers, and Part E is for Unified Communications Pricing. Part B award is based on pricing and Parts C - E is awarded based on percentage discount. Term of bid is February 1, 2008 through June 30, 2012 and may be renewed for two (2) additional one year period by mutual agreement between the School Board and the vendor. Bid was solicited through the District web site with two (2) vendors attending the required pre-mandatory bid meeting, two (2) bids were received.


   AT&T                          Technologies, Inc.

Part B                             $859,545.54                         $919,618.11

Parts C, D & E               40% Discount                        43% Discount


Bids were evaluated by a committee using a point system for each Part of the bid package. Each section required points for Price, Service and Support, Experience and Company Information.


AT&T did not submit a milestone chart for each major phase of the overall implementation project on a week by week gradient or a State of Work detailing maintenance which were required item. AT&T attached a Proclamation with their bid package requiring terms and conditions of a pre-existing Master Agreement that were not acceptable under this bid. AT&T interpreted the bid work to begin on July 15, 2008 when the bid clearly stated work is to be complete by July 15, 2008. Due to E-Rate bid clearly stated all invoice shall be paid in July of 2008. AT&T indicated in their bid that 20% of payment was due with order, 50% at delivery and 30% at implementation. Coleman Technologies, Inc submitted a complete bid package.

Recommended Action

Award bids as follows:


a. Cisco Active Electronics (E-Rate) #08-MI-79 – Recommend award to Coleman Technologies, Inc. vendor meeting specifications.

Financial Impact

a. Cisco Active Electronics (E-Rate) #08-MI-79:  Estimate for 1st year: $1,200,000.00

Submitted By

Dr. George F. Copeland, C.P.A., Assistant Superintendent for Business Affairs


Data Source:  Nancy Racine, Director of Purchasing, Accounts Payable and Materials Management