Hillsborough County Public Schools Business
Action Item

DATE: Tuesday, August 18, 2009
TO: School Board Members
FROM: MaryEllen Elia, Superintendent

SUBJECT / RECOMMENDATIONS

Accept the Proposal Submitted by Various Vendors for Request for Proposal (RFP) #9090-DST Information Technology Supplemental Staffing Services - Contractor Qualification (Business Division)

EXECUTIVE SUMMARY

On June 15, 2009, the Procurement Department, on behalf of the Information and Technology Division, issued a Request for Proposal (RFP) for Information Technology (IT) supplemental staff services based upon specifications provided by the Information Services Department. The purpose of this RFP is to facilitate the procurement of IT supplemental staffing services in today’s rapidly changing technological environment.

Four 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 the candidates’ resumes and hourly rates. 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. Activity reports will be presented to the School Board for all contracts initiated under this program. To ensure that constantly evolving IT supplemental staffing needs can be met, additional open enrollment periods will be held as needed.

A more detailed review of the specifications can be obtained by contacting the Procurement Department.

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

* Align the performance management system with the district’s priorities, * Align financial resources to support the district’s strategic goals

FINANCIAL IMPACT (Budgeted: Yes)

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.

EVALUATION

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.

SUBMITTED BY: Jean R. Bowman, General Manager, Procurement Department

David J. Steele, Ph.D.
Chief Information and Technology Officer
(813) 272-4600
Gretchen Saunders
Chief Business Officer
(813) 272-4270
A 5.08
Hillsborough County Public Schools (Florida) * Mtg.#20090818_359 * Section A Item# 5.08