Business Services Action Item

DATE:	Tuesday, April 2, 2019
TO:	School Board Members
FROM:	Jeff Eakins, Superintendent
SUBJECT / RECOMMENDATIONS
Approve the Agreement for Technical Services with Rapid Solutions Group, Inc., for Florida Department of Education Cost Report System Hosting, Software, and Support (Business Services Division)
EXECUTIVE SUMMARY
The Accounting Services Department in collaboration with Information Technology (IT) is responsible for the tracking, reporting, and data submission to the Florida Department of Education (FLDOE) of expenses and revenues related to the cost of educating students in Hillsborough County Public Schools (HCPS).  For the past 40 years, HCPS has relied on mainframe computer based technology with extensive IT customization to accomplish these FLDOE Cost Report requirements.  HCPS is moving from the mainframe to web and cloud based technologies and therefore must change Cost Report processing methods.     Rapid Solutions Group (RSG) has provided K-12 solutions in the State of Florida for more than 15 years and serves Dade, Broward, Palm Beach, and Orange county school districts.  RSG was selected by the FLDOE to create the web based Cost Report system and is the sole source provider for hosting and services. This agenda item provides the ongoing services required to meet the FLDOE Cost Report requirements for our district.  In accordance with the FLDOE Purchasing Policy 6A-1.012(12)(d), commodities or contractual services available only from a single source may be exempted from the competitive solicitation requirements. When a district school board believes that commodities or contractual services are available only from a single source as specified by the FLDOE, the district school board may negotiate on the best terms and conditions with the single source vendor.   This agreement shall be for one year with four 1-year renewals. The Superintendent may renew this agreement per the terms of the specifications.
STRATEGIC OBJECTIVES
• Continuously improve processes and systems • Establish a strong foundation of financial stewardship
FINANCIAL IMPACT (Budgeted:  Yes)
Funding in the amount of $19,200 per year is included in the Information Technology Budget. The total expenditure is not to exceed $96,000 due to the term limit of five years.
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:  Ken Bazick, Manager, Business Solutions, Information Technology Stephanie Heaton, Manager, Accounting Services

Rick Laneau		Gretchen Saunders
General Manager, Information Technology (813) 272-4230		Chief Business Officer (813) 272-4270
		B 6.18
Hillsborough County Public Schools (Florida) * Mtg.#20190402_921 (Board Meeting) * Section B Item# 6.18