Hillsborough County Public Schools Business
Action Item

DATE: Tuesday, June 19, 2007
TO: School Board Members
FROM: MaryEllen Elia, Superintendent

SUBJECT / RECOMMENDATIONS

Accept the Proposal Submitted by Various Vendors - Request for Proposal (RFP) #4803A Information Technology (IT) Supplemental Staffing Services - Contractor Qualification (Business Division)

EXECUTIVE SUMMARY

On April 13, 2007, the Purchasing Department on behalf of the Information and Technology Division issued a Request for Proposal (RFP) for IT supplemental staff services based upon specifications provided by the Information Services Department. The purpose of this RFP is to add additional qualified providers to the list of IT supplemental staffing services providers approved by the School Board on July 25, 2006. Nineteen categories of IT supplemental staffing services were identified and providers had the option of responding to all categories, or only those categories meeting the provider’s expertise. If the Information and Technology Division identifies a need for IT supplemental staffing services, qualified providers will be requested to respond to a scope of services. The scope of services will provide the desired start date, estimated project length, and any other relevant data required for the submittal of qualified candidates. Providers will respond to the scope of services with candidates’ resumes and hourly rates that fall within the range proposed by the qualified provider and approved by the School Board. The Information Services Department will interview the candidates, review the rates submitted, and select the candidate that best meets their needs. A purchase order will be issued for the authorization to proceed.

To evaluate this RFP, firms were asked to provide their knowledge/experience, implementation plan, small business utilization, references, and a base rate and upper rate. Proposals were due on May 7, 2007. To ensure fair and open competition, the District utilizes an online vendor registration system to notify potential bidders of opportunities. Through this system, seventeen firms responded (Attachment A). The evaluation process included a committee of district-level personnel (Attachment B). On May 24, 2007, the committee met for Phase I evaluations. The proposals were evaluated based on the RFP criteria (Attachment C). The committee elected to recommend award based on the results of Phase I evaluation (Attachment D). The fee schedule for each provider recommended for award is provided under Attachment E. The term of the contract, to coincide with the original RFP approved by the School Board July 25, 2006, shall have an effective date of June 20, 2007, and an expiration date of July 25, 2009. To ensure that constantly evolving IT supplemental staffing needs can be met, additional open enrollment periods will be held twice each year in the months of January and July.

ANNUAL DISTRICT GOAL(S) AND CRITICAL SUCCESS FACTOR(S)

As stated in the OPPAGA report: “Efficient purchasing and warehousing require that management processes be in place to ensure that supplies, equipment and services vital to the school’s education mission are purchased from a competitive source, in the right quantity, delivered timely to the correct location, and stored in a secure location. These criteria should be met for each purchase without sacrificing quality."

FINANCIAL IMPACT (Budgeted: Yes)

No funds are encumbered or charged unless services are requested by issuing a purchase order to a qualified provider. The total cost of IT supplemental staffing services will depend on the service needs and be limited by approved budgets. When these services are utilized in lieu of hiring personnel, funds allocated for vacant positions may be exchanged and utilized for these services.

EVALUATION

Contract administration or evaluation is performed by the Project Manager (end user) and Purchasing Analyst, 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: Rick Laneau, Data Center Manager
Willie T. Campbell, CPPO, CPPB, General Manager, Procurement

Jack E. Davis
Chief Information Officer
(813) 272-4600
Gretchen Saunders
Chief Business Officer
(813) 272-4270
5.07
Hillsborough County Public Schools (Florida) * Mtg.#20070619_276 * Section E Item# 5.07