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Action Item
DATE: Tuesday, January 18, 2011
TO: School Board Members
FROM: MaryEllen Elia, Superintendent
SUBJECT / RECOMMENDATIONS
Negotiate and Contract with the Lowest and Best Proposal Submitted by Scantron Corporation - Request for Proposal (RFP) #10169-DST School Climate and Perception Surveys (Business Division)
EXECUTIVE SUMMARY
On December 6, 2010, the Procurement Department, in conjunction with the Assessment and Accountability Department, issued a Request for Proposal (RFP) for school climate and perception surveys. To evaluate this RFP, firms were asked to provide their qualifications and experience, network and timeline capability, small business utilization, fees for services, and implementation plan. Proposals were due on January 4, 2011.  Hillsborough County Public Schools utilized an online vendor registration system to notify potential bidders of opportunities. Through this system, three firms responded (Attachment A). The evaluation process included a committee of district-level personnel (Attachment B). The committee evaluated the proposals based on stated criteria (Attachment C) and individually rated each firm (Attachment D). The committee recommended awarding to the highest rated vendor, Scantron Corporation (Attachment E).

The initial term of the contract is for one year beginning January 19, 2011. This contract may be renewed by the Superintendent for four additional one-year periods, provided all terms and conditions remain unchanged and in full force and effect. 

STRATEGIC OBJECTIVES
• Align financial resources to support the district’s strategic goals • Demonstrate best financial practices
FINANCIAL IMPACT (Budgeted:  Yes)
Funds of approximately $55,000 will be available in the Assessment and Accountability Department budget for school climate and perception surveys.  
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 Bowman, General Manager, Procurement Department
David J. Steele, Ph.D.   Gretchen Saunders
Chief Information and Technology Officer and Project Director for Empowering Effective Teachers Grant
(813) 272-4600
  Chief Business Officer
(813) 272-4270
    A 5.04
Hillsborough County Public Schools (Florida) * Mtg.#20110118_451 (Board Meeting) * Section A Item# 5.04