HCPS FL Logo Information and Technology
Action Item
DATE: Tuesday, July 16, 2013
TO: School Board Members
FROM: MaryEllen Elia, Superintendent
SUBJECT / RECOMMENDATIONS
Approve the Contract Renewal with Scantron for the Hardware Maintenance of the Scantron Scanners, Formerly Included with Proposal #4781-TS – Formative Assessment System (Information and Technology Division)
EXECUTIVE SUMMARY
On June 13, 2006, the Board approved the highest ranked firm for the RFP #4781-TS Formative Assessment System.  The purpose was to establish a partnership with a qualified firm for five years to develop a districtwide student assessment program.  The agreement allowed the contract to be renewed for two additional one-year periods.  The contract was renewed for two years on July 27, 2011.  Maintenance of the equipment was a part of the main contract.  The scanners allow for data capture for districtwide, schoolwide, and classroom assessments.

This extension provides for the continued maintenance of the scanners that are located in schools throughout the district.  The scanner maintenance part of the contract is being separated from the main contract to allow greater flexibility in the purchase of hardware and software to support the district.

STRATEGIC OBJECTIVES
• Align financial resources to support the district’s strategic goals • Demonstrate best financial practices
FINANCIAL IMPACT (Budgeted:  Yes)
Costs in previous years included the maintenance, which is now in this separate contract.  The cost for the maintenance of the scanners per machine has remained consistent throughout the contract period.  One-year maintenance for 362 scanners at $332.50 per machine for a total of $120,365.
EVALUATION
N/A
SUBMITTED BY:  Samuel Whitten, Assistant Director of Assessment and Accountability
David J. Steele, Ph.D.   Gretchen Saunders
Chief Information and Technology Officer and Project Director, Empowering Effective Teachers Grant
(813) 272-4600
  Chief Business Officer
(813) 272-4270
    A 6.04
Hillsborough County Public Schools (Florida) * Mtg.#20130716_591 (Board Meeting) * Section A Item# 6.04