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 Tampa Bay Arts & Education Network (TBAE) - Request for Proposal (RFP) #18183A-DST-IV Cablecasting, Online Streaming, and On-Demand Video Services (Business Services Division)
EXECUTIVE SUMMARY
TBAE was selected following an RFP issued by Procurement Services in conjunction with the Office of Communications on February 18, 2019, for online streaming, meeting archiving, closed captioning, and television cablecasting services. The cost of $12,345 per month represents a 31 percent cost reduction over the previous agreement for these services, and a yearly savings of $67,860. This agreement also includes streaming and cablecasting of all high school graduation ceremonies, which required a separate additional payment during the previous two years. The television and online streaming platforms will retain our Hillsborough Schools TV branding at all times and will continue to allow us full flexibility in the scheduling and availability of programming, supporting Board meetings, the Math Homework Hotline, and other programming that showcases our schools and furthers our vision of “Preparing Students for Life” and our district goal of communicating with stakeholders. The initial term of this contract will be for a 1-year period beginning June 1, 2019, with four 1-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
FINANCIAL IMPACT (Budgeted:  Yes)
Funds in the amount of $148,140 will be available in the Communications budget. For tracking purposes, the project number specific to this agenda item is 5611. As of April 15, 2019, the remaining balance less encumbrances for this line item equaled $9,000. If funds are needed that will exceed the balance remaining prior to June 30, 2019, the department will transfer funds from other accounts that are tracking under budget; the remaining funds will be allocated in the 2019/2020 fiscal year.
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

Grayson Kamm		Gretchen Saunders
Communications and Media Officer, Office of Communications (813) 242-4060		Chief Business Officer (813) 272-4270
		C 6.20
Hillsborough County Public Schools (Florida) * Mtg.#20190507_923 (Board Meeting followed by Public Hearing) * Section C Item# 6.20