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Action Item
DATE: Tuesday, March 19, 2013
TO: School Board Members
FROM: MaryEllen Elia, Superintendent
SUBJECT / RECOMMENDATIONS
Accept the Highest Ranking Proposal from Aptiris, Inc., - Request for Proposal (RFP) #12200-DST, Online Gradebook System (Business Division)
EXECUTIVE SUMMARY

On November 9, 2012, the Procurement Department, in conjunction with the Communications Department, issued an RFP for qualified firms to provide an online gradebook system.  An online gradebook system is utilized by teachers, administrators, parents, and students to communicate grades, assignments, and important classroom information.

An evaluation committee made up of teachers, parents, administrators, and technology personnel reviewed the proposals and heard presentations. Additionally, a demonstration of the top two ranked proposals and a survey was offered to all of the district teachers and administrators.  Feedback from the survey will be used to customize the awarded vendor's software to the needs of Hillsborough County Public Schools.

The initial term of the contract is for three years, starting July 1, 2013, with two one-year renewals.  The Superintendent is authorized to approve the renewal, per the terms of the specifications.

STRATEGIC OBJECTIVES
• Align financial resources to support the district’s strategic goals • Demonstrate best financial practices
FINANCIAL IMPACT (Budgeted:  Yes)
The price for the initial term of this contract will be $179,360 per year and will be secured from internal funds, school improvement funds, Title 1 funds, and Information Technology budgeted funds.  There is an additional $80,000 implementation fee which will come from the same funding. The yearly cost represents a savings of over $144,000 per year from our current rate.
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 Technology Officer and Project Director, Empowering Effective Teachers Grant
(813) 272-4600
  Chief Business Officer
(813) 272-4270
    A 5.11
Hillsborough County Public Schools (Florida) * Mtg.#20130319_557 (Board Meeting) * Section A Item# 5.11