Action Item
|
Business Services
Action Item |
| DATE: | Tuesday, July 19, 2016 |
| TO: | School Board Members |
| FROM: | Jeff Eakins, Superintendent |
| SUBJECT / RECOMMENDATIONS | |
| Accept the Proposal from FOCUS School Software, LLC - Request for Proposal (RFP) #16029-DST Bulk Student Scheduler and Approve the Master License Agreement #HCPS001PS (Business Services Division) | |
| EXECUTIVE SUMMARY | |
| On February 23, 2016, Procurement Services, in conjunction with the Information and Technology Department, issued an RFP for a Bulk Student Scheduler. Two vendors responded and their proposals were reviewed by a committee of district personnel. The committee recommended awarding to FOCUS School Software, LLC (FOCUS).
Currently, 101,336 students are scheduled annually throughout the district. The FOCUS Bulk Student Scheduler is in use by dozens of Florida school districts and has been for many years. FOCUS will host this solution in their cloud to ensure the greatest level of service to our schools. A comprehensive training plan is also included to ensure our success. The initial term of this contract will be for 1 year, beginning July 19, 2016, with 1-year renewals for 4 years. Although this is a contract with a maximum term of five years, the vendor was required to lock-in pricing for up to ten years, should the district choose to continue using the product. The Master License Agreement establishes the terms and conditions for subsequent statements of work. The Superintendent is authorized to approve any renewals, per the terms of the specifications. |
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| STRATEGIC OBJECTIVES | |
| • Establish a strong foundation of financial stewardship | |
| FINANCIAL IMPACT (Budgeted: Yes) | |
| Costs include $177,134.00 for implementation services and $293,874.40 for 1-time license fees for a total of $471,008.40. This amount is budgeted in project 9999 for fiscal year 2016/2017. Annual maintenance will not be charged for Year 1 of the contract and is fixed at $.90 per current student enrollment, which equals $91,202.30 for each of Years 2 and 3. Subsequently, the annual maintenance fee price will remain locked at $0.90 per scheduled student for Years 4 - 10. These fees include cloud hosting services. | |
| EVALUATION | |
| Contract administration or evaluation is performed by the Project Manager (end user) and Procurement Officer, who function as a team. Reviews are performed annually or by utilizing an online vendor performance report. Prior to soliciting a new contract, the Contract Administration team must first give consideration to the specifications and supporting data of the expiring contract. | |
| SUBMITTED BY:
Corey A. Murphy, General Manager, Procurement Services Daniel I. Schultz, General Manager, Information and Technology Department |
|
| Gretchen Saunders | Dr. Alberto Vázquez | |
| Chief Business Officer (813) 272-4270 |
Chief of Staff (813) 272-4986 |
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| C 6.09 | ||
| Hillsborough County Public Schools (Florida) * Mtg.#20160719_764 (Board Meeting) * Section C Item# 6.09 | ||