Accept the Proposal Submitted by Various Vendors for Request For Proposal (RFP) #4803B-Information Technology (IT) Additional Supplemental Staffing (Business Division) Revised Attachment

On July 25, 2006, the School Board approved Request For Proposal (RFP) #4803-Information Technology (IT) Additional Supplemental Staffing. Based upon the specifications to ensure that constantly evolving IT supplemental staffing needs can be met, additional open enrollment periods can be held. On behalf of the Information and Technology Division, the Procurement Department issued a Request for Proposal (RFP) for IT supplemental staff services on June 10, 2008, based upon the specifications provided by the IS Department for additional vendors. Nineteen areas of service were identified and providers had the option of responding to all areas or only those areas that fit their company. If the IT Division identifies a need for supplemental staffing services, qualified providers will be requested to respond to a Statement of Work (SOW). The SOW will provide the scope of service, desired start date, estimated project length, and any other relevant data required for the submittal of qualified candidates. Providers will respond to the SOW with candidates’ resumes and hourly rates that fall within the range proposed in the RFP and approved by the School Board. The IT Division will interview the candidates, review the rates submitted, and select the firm that best meets their needs. A purchase order will be issued for the authorization to proceed. Quarterly activity reports will be presented to the School Board for all contracts initiated under this program. A more detailed review of the specifications can be obtained by contacting the Procurement Department.

As stated in 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.”

No funds are encumbered or charged unless services are requested by issuing a purchase order to a qualified vendor. 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 will be exchanged and utilized for these services.

Contract administration or evaluation is performed by the Project Manager (end user) and Procurement Officer 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.