Business Services Action Item

DATE:	Tuesday, May 7, 2019
TO:	School Board Members
FROM:	Jeff Eakins, Superintendent
SUBJECT / RECOMMENDATIONS
Accept the Highest Ranked Proposal Submitted by 34ED, LLC dba Centegix – Request for Proposal (RFP) #18171-DST-IV Visitor and Incident Management (Business Services Division)
EXECUTIVE SUMMARY
During the 2018 session of the Florida Legislature, considerable attention was given to student safety and mental health as a result of the February 14, 2018, school shooting at Marjory Stoneman Douglas High School in Parkland, Florida.  Details surrounding the school shooting fostered a sense of urgency about reinforcing the structural and physical safety of school buildings and adequately staffing security functions.  Additional standards and recommendations for the systems, infrastructure, and response protocols related to school safety and security were included in the Parkland findings and describe needed changes to our systems including robust visitor and incident management functions. On November 30, 2018, Procurement Services, in conjunction with the Operational Effectiveness Department, issued an RFP seeking proposals from qualified firms interested in providing visitor and incident management services. Proposals were accepted on January 10, 2019.  Three firms responded and a committee of district-level personnel evaluated the proposals in accordance with the stated RFP criteria.  The evaluation committee selected the highest ranking firm.  This recommendation has been reviewed by the Operational Effectiveness Manager.  This award assists the district in meeting these standards and begins the implementation of new systems and responses to emergency incidents and visitor management beginning in the 2019/2020 school year. The initial term of this contract will be for a 3-year period beginning May 9, 2019, with five 3-year renewals, subject to negotiations and mutual agreement.  There is a 30-day termination for convenience clause included in this contract.  This contract may be renewed by the Superintendent, per the terms of the specifications.
STRATEGIC OBJECTIVES
• Establish a strong foundation of financial stewardship • Demonstrate "best practices" in all aspects of safety: student, employee, visitor, facility, transportation, and health
FINANCIAL IMPACT (Budgeted:  Yes)
Funds in the amount of $7,623,893 will be provided by the Safety and Security of School Buildings Grant. For tracking purposes, the project number specific to this agenda item is 8645. Should the cost of this item exceed these funds, Millage would be used to fund the remaining amount of the project.
EVALUATION
Contract administration and evaluation is performed by the Project Manager (the “End User”) and the Procurement Officer, who function as a team, by utilizing an online vendor performance report or via in-person reviews.  The evaluation consists of an assessment of the vendor provided goods and services, deliverables, and compliance with contractual requirements.  The resulting data will support renewal decisions and/or alterations to a new agreement.
SUBMITTED BY:  Corey A. Murphy, General Manager, Procurement Services Patti Simmons, Manager, Operational Effectiveness

Christopher Farkas		Gretchen Saunders
Deputy Superintendent of Operations (813) 272-4004		Chief Business Officer (813) 272-4270
		C 6.32
Hillsborough County Public Schools (Florida) * Mtg.#20190507_923 (Board Meeting followed by Public Hearing) * Section C Item# 6.32