B6.15 - Renewal of Edsby Online Gradebook System Services with Aptiris, Inc. (Finance Division)

On March 19, 2013, the Board approved the highest ranking proposal for an Online Gradebook System, RFP #12200-DST with Aptiris, Inc., to enable stakeholders to communicate grades, assignments, and important classroom information. This agenda item provides an additional year of Edsby gradebook, collaboration services, and multi-year archiving through June 30, 2021. This cost proposal is for a one-year term.

In accordance with the Florida Department of Education (FLDOE) Purchasing Policy 6A-1.012, a district school board, when acquiring, whether by purchase, lease, lease with option to purchase, rental or otherwise, information technology, as defined in Section 282.004(11), F.S., may make any acquisition through the competitive solicitation process as described herein or by direct negotiation and contract with a vendor or supplier, as best fits the needs of the school district as determined by the district school board.

The District requires gradebook, collaboration services, and archiving services to track and maintain student information.   

The Edsby platform has been previously approved by the Board and successfully implemented.

Upon approval, the District expects the vendors to provide the requested goods and services according to the terms and conditions listed in the agreement. The awarded vendor is:

Aptiris, Inc.

* Provide a student-centered learning environment that engages every child

* Establish a strong foundation of financial stewardship

Approve the renewal of Edsby Online Gradebook System Services with Aptiris, Inc.

Rick Laneau, General Manager, Information Technology, rick.laneau@hcps.net, (813) 272-4254
Corey A. Murphy, General Manager, Procurement Services, corey.murphy@hcps.net, (813) 272-4374

Funds in the amount of $425,180 will be available in the Information Technology Department budget. The District’s per user cost is discounted by 70.6 percent from their list price. In addition to the deep discount, the vendor did not increase the user counts from previous year. 

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.