HCPS FL Logo Business Services
Action Item
DATE: Tuesday, July 30, 2019
TO: School Board Members
FROM: Jeff Eakins, Superintendent
SUBJECT / RECOMMENDATIONS
Accept the Highest-Ranking Reply from Edupoint Educational Systems for Invitation to Negotiate (ITN) #18082-DST-IV Student Information System (SIS) (Business Services Division) Revised Attachment
EXECUTIVE SUMMARY
On October 2, 2018, Procurement Services, in conjunction with the Information Technology Department and the Office of Teaching and Learning, issued an ITN to establish fixed pricing for the provision of a SIS and a learning management system (LMS). The evaluation committee consisting of teachers, school and district staff selected the Synergy Education Platform from Edupoint Educational Systems, LLC as the top SIS. This agenda item awards the SIS portion of the bid to Edupoint Educational Systems for their Synergy solution. The LMS portion will be awarded on a separate agenda item.  

The Synergy solution is a commercially available modernized SIS, hosted on Amazon Web Services (AWS). Synergy will be used to manage online registration, student demographics including emergency contact information, attendance, schedules, grades, assessment history, discipline, health, special needs, graduation requirements, transcripts, report cards, and any other student information necessary to meet federal, state and local regulatory requirements. Compliance with all current and new Florida State reporting requirements is included in the subscription. 

Synergy will replace our existing in-house developed, mainframe based SIS, Edsby gradebook, EdConnect and add secured access for students and parents to their educational records. The implementation plan spans three years for full conversion.  

The initial term of this contract is a 5-year period beginning July 30, 2019, with one 5-year renewal. 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
All Strategic Objectives
FINANCIAL IMPACT (Budgeted:  Yes)
Total five-year cost is $8,522,752.  Funds will be available in the Information Technology budget for the annual expense as identified in the payment schedule by year in the contract. The annual net savings after implementation is expected to be greater than $300,000 per year.
EVALUATION
Replacing the legacy mainframe SIS was recommended in the Gibson report and is needed to address Finding 10 in the State of Florida Auditor General report number 2018-173 regarding user access privileges. Hosting the service in AWS will increase reliability and reduce risks and cost.
SUBMITTED BY:  Corey A. Murphy, General Manager, Procurement Services
Rick Laneau, General Manager, Information Technology
Christopher Farkas   Gretchen Saunders
Deputy Superintendent of Operations
(813) 272-4004
  Chief Business Officer
(813) 272-4270
    C 6.20R
Hillsborough County Public Schools (Florida) * Mtg.#20190730_928 (Board Meeting followed by Public Hearing) * Section C Item# 6.20R