HCPS FL Logo Business Services
Action Item
DATE: Tuesday, October 17, 2017
TO: School Board Members
FROM: Jeff Eakins, Superintendent
Approve the Renewal of the IBM Passport Advantage Software Agreement through the State of Florida Alternate Contract Source Number 43211500-WSCA-15-ACS - Computer Equipment, Peripherals and Services with Midrange Support & Service, Inc. (Business Services Division)
This agenda item renews the IBM Passport Advantage software annual subscription and maintenance agreement to support the operations of the District's data center systems. The District maintains software licenses and maintenance coverage for software critical to its daily operations. On November 1, 2016, the Board approved the piggy-back of the State of Florida Alternate Contract Source Number 43211500-WSCA-15-ACS - Computer Equipment, Peripherals and Services.  This contract permits the District to renew the required Passport Advantage software at volume discount rates. The State issued an amendment renewing the contract through March 31, 2018. Passport Advantage software is IBM's software license and maintenance offerings for server and workstation-based software.  The software renewals include IBM software required by Lawson payroll and financial systems, Student Information System, teacher and principal dashboards, and District reporting. 

There are two quotes attached. The first quote includes our IBM Passport Advantage software available through the state contract.  The second quote includes the licenses for IBM Content Manager Enterprise Edition and IBM Content Manager OnDemand that are not available through the state contract with the pricing model uniquely offered to our District.  District staff directly negotiated to convert these select licenses from user-based to CPU-based to achieve the lowest cost and best value as permitted by the Florida Department of Education purchasing policies.

In accordance with the Florida Department of Education, Purchasing Policy 6A-1.012(5) and (10), as required by Section 1001.42(12)(j), F.S., the district school board shall receive and give consideration to the prices available to it under rules of the Department of Management Services, Division of Purchasing. District school boards may use prices established by the Division of Purchasing through its state purchasing agreement price schedule.  Additionally, Purchasing Policy 6A-1.012(14), acquiring information technology, as defined in Section 282.0041(14), F.S., may make any acquisition through direct negotiation and contract with a vendor or supplier, as best fits the needs of the school district.
All Strategic Objectives
Funds in the amount of $593,724.54 are included in the Information Technology budget for this expense. For tracking purposes, the project number for this agenda item is 9999.
Information Technology management and staff monitor software utilization to ensure the District efficiently utilizes software licenses and the software use aligns with the strategic objectives of the District.  IBM Passport Advantage software licenses are required to support our District's online applications.
SUBMITTED BY:  Corey A. Murphy, General Manager, Procurement Services
Rick Laneau, General Manager, Information Techology
Gretchen Saunders   Dr. Alberto Vázquez
Chief Business Officer
(813) 272-4270
  Chief of Staff
(813) 272-4986
    C 6.14
Hillsborough County Public Schools (Florida) * Mtg.#20171017_822 (Board Meeting) * Section C Item# 6.14