Business Services Action Item

DATE:	Tuesday, October 15, 2019
TO:	School Board Members
FROM:	Jeff Eakins, Superintendent
SUBJECT / RECOMMENDATIONS
The Superintendent recommends the School Board retain GrayRobinson, P.A. and Becker & Poliakoff, P.A. for Lobbying Services pursuant to the hourly fee contained within their respective responses to the Request for Proposal (RFP) #19192-DST-IV State and Federal Lobbying Services to assist the District on an as needed basis. The Superintendent further recommends the School Board retain GrayRobinson, P.A., Becker & Poliakoff, P.A., and/or Shumaker Advisers Florida, LLC for State and/or Federal Lobbying Services pursuant to the monthly subscription fee contained within their respective responses to the RFP. (Business Services Division) (Revised Subject and Attachment)
EXECUTIVE SUMMARY
The Office of Government Relations tracks and guides implementation of legislation and designs ideas to improve, amend, or create measures to meet the needs of the community and advance the district’s legislative agenda. This is accomplished by collaborating with district staff to analyze proposed, pending, or existing local, state, and federal legislative measures that could affect instructional programs and other related facilities, financials, and other activities. In addition to leveraging these relationships with internal stakeholders, Government Relations maintains an active positive presence in the community by engaging local chambers, foundations, associations, non-profits, committees, and other community organizations in order to promote the district’s strategic plan. The district implemented several cost saving measures to address succession planning and maximize services. As of July 1, 2019, the Government Relations Office reduced one Full Time Equivalent by eliminating the Manager of Legislative Services position. The district also eliminated a Senior Administrative Secretary position and shifted those duties and responsibilities to the Government Relations office. Finally, the district eliminated the consultation services contract with HBEC Group Inc. The estimated cost savings for the above items starting in the 2019 school year is approximately $240,000. During recent Board workshops and meetings, considerable attention was given to special state and local appropriations and consensus emerged regarding greater efforts to acquire these funds for Hillsborough County Public Schools (HCPS). On September 13, 2019, Procurement Services, in conjunction with Government Relations, issued an ITN for Legislative Consultation Services. A committee of district-level personnel evaluated the proposals in accordance with the stated ITN criteria. The evaluation committee recommended the three highest ranking firms for Board consideration. The initial term of this contract will be for a 1-year period, with four 1-year renewals. There is a 30-day termination for the convenience clause included in this contract. All prices offered are firm against any increase for at least one year from the effective date. This contract will be reviewed and evaluated annually and may be renewed by the Superintendent, per terms of the specifications. If a conflict exists, HCPS reserves the right at its sole discretion, to terminate the agreement if such conflict, in the opinion of the Board, Superintendent or designee(s), interferes with the Advocate’s effectiveness in representing HCPS.
STRATEGIC OBJECTIVES
• Establish a strong foundation of financial stewardship
FINANCIAL IMPACT (Budgeted:  Yes)
Funds will be available in the Government Relations Department budget. For tracking purposes, the project number specific to this agenda item is 5322.
EVALUATION
Contract administrator and evaluation is performed by the Project Manager (the “End User”) and 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 contractor-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 Manger, Procurement Services

Jason Pepe, Ed.D.		Gretchen Saunders
Chief Officer, Government Relations (813) 272-4519		Chief Business Officer (813) 272-4270
		C 6.33R
Hillsborough County Public Schools (Florida) * Mtg.#20191015_932 (Board Meeting) * Section C Item# 6.33R