Business Services Action Item

DATE:	Tuesday, July 16, 2019
TO:	School Board Members
FROM:	Jeff Eakins, Superintendent
SUBJECT / RECOMMENDATIONS
Accept the Highest Ranking Proposal from Script, LLC (Script)- Request for Proposal (RFP) #19082-DST-IV Web-Based Process Automation Solution (Business Services Division)
EXECUTIVE SUMMARY
On May 3, 2019, Procurement Services, in conjunction with the Operational Effectiveness team, issued an RFP for a process automation solution and associated services to facilitate the submission, routing, and approval of automated forms via the Internet.  A committee of district personnel reviewed the responses and recommend awarding to Script. Script is a workflow automation solution that helps digitize paperwork and automate processes so that consistent and timely review, data collection and archiving, as well as efficiency eliminate time spent on processes that can be automated. At this time, the district seeks to implement process automation solutions for many regular processes and requests including, but not limited to, position add/delete requests, job share requests, half time requests, and permission to fill requests. The future uses of this solution remain to be determined, but will be decided with input from cross-divisional stakeholder groups and will be made with the intent of improving process efficiency and reducing time spent on comparable tasks. The initial term of this contract will be for a 3-year period with the option of up to 5 one-year renewals. There is a 30-day termination for convenience clause included in this contract. All prices are firm against any increase for the first term. This contract will be reviewed and evaluated and may be renewed by the Superintendent, per the terms of specifications.
STRATEGIC OBJECTIVES
• Engage and communicate with families and stakeholders • Continuously improve processes and systems • Establish a strong foundation of financial stewardship • Respond to competition
FINANCIAL IMPACT (Budgeted:  Yes)
Funds in the amount of $95,000 will be available in the Deputy Superintendent for Operations budget. No specific project number has been assigned for these funds.
EVALUATION
Contract administration and evaluation is performed by the Deputy Superintendent for Operations 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, Operations (813) 272-4004		Chief Business Officer (813) 272-4270
		B 6.13
Hillsborough County Public Schools (Florida) * Mtg.#20190716_927 (Board Meeting) * Section B Item# 6.13