Business Services Action Item

DATE:	Tuesday, February 20, 2018
TO:	School Board Members
FROM:	Jeff Eakins, Superintendent
SUBJECT / RECOMMENDATIONS
Approve the Lowest Responsive, Responsible Bid Submitted by Crayon Software Experts LLC - Invitation to Bid (ITB) # 17161-DST-VT Microsoft Campus and School Agreement (CASA) (Business Services Division)
EXECUTIVE SUMMARY
This ITB was prepared at the request of the Information Technology Department, in cooperation with Procurement Services, to receive the most competitive price for the Microsoft software required to run the day-to-day operations of the school district. This agenda provides the CASA to replace the existing agreement which will expire on February 28, 2018. The CASA allows the district to run selected Microsoft products, and any upgrades or downgrades of those products. The products include the Microsoft Windows operating systems for all district workstations, laptops, and servers. There are over 120,000 such devices. The CASA also licenses Microsoft Office ProPlus Suite for all district owned computers. Office ProPlus Suite includes Microsoft Word, Excel, PowerPoint, Access, Publisher and Office 365 Cloud offerings. In addition, this agenda provides the Microsoft Student Advantage Program which is included at no additional cost to allow all our students to use Microsoft Office Professional at home for free. The initial term of this contract is for 1 year with 4 additional 1-year renewals. All prices offered are firm against any increase for at least one year from the effective date. This contract will be reviewed and evaluated annually and may be renewed by the Superintendent, per the terms of the specifications.
STRATEGIC OBJECTIVES
• Provide a student-centered learning environment that engages every child • Continuously improve processes and systems • Establish a strong foundation of financial stewardship
FINANCIAL IMPACT (Budgeted:  Yes)
Funds in the amount of $1,190,672.40 will be available in the Information Technology budget.  For tracking purposes, the project number specific to this agenda item is 5071.  As of February 8, 2018, the remaining balance less encumbrances for this line item equaled $1,190,672.40.
EVALUATION
Award of this ITB is to the authorized Microsoft reseller with the lowest cost as specified in the ITB. The consequence of not awarding this volume education licensing agreement would require individual licenses be purchased for all the devices at an educational cost in excess of $8,000,000.
SUBMITTED BY:  Corey A. Murphy, General Manager, Procurement Services

Rick Laneau		Gretchen Saunders
General Manger, Information Technology 813-272-4230		Chief Business Officer (813) 272-4270
		C 6.12
Hillsborough County Public Schools (Florida) * Mtg.#20180220_860 (Board Meeting) * Section C Item# 6.12