HCPS FL Logo Business
Action Item
DATE: Tuesday, May 3, 2011
TO: School Board Members
FROM: MaryEllen Elia, Superintendent
SUBJECT / RECOMMENDATIONS
Approve the Contract with the Sirsi Corporation d/b/a SirsiDynix for SirsiDynix's Symphony Software (Business Division)
EXECUTIVE SUMMARY

The district has used the Horizon Library System since the fall of 1999. Originally purchased from Ameritech Library Services, the Horizon Library System is now licensed and supported by Sirsi Corporation d/b/a SirsiDynix. SirsiDynix has set the upgrade path for Horizon software to their successor package Symphony, which is based on Horizon. As part of our annual maintenance, a like-to-like software update is included, allowing over 90% of the software portion to be at no cost to the district, thus leveraging our investment in Horizon. This enhanced solution will allow us to continue to provide the best quality service to our students, while limiting our costs for consulting services, installation, and maintenance.

STRATEGIC OBJECTIVES
• Increase promotion rates at all grade levels and the percentage of high school graduates • Challenge and support all students with an appropriate curriculum • Align the performance management system with the district’s priorities • Align financial resources to support the district’s strategic goals • Demonstrate best financial practices
FINANCIAL IMPACT (Budgeted:  Yes)

The estimated five-year total cost of the software, its implementation, and on-going maintenance and support is negotiated at a cost not to exceed $381,162.59. This is a cost avoidance of $134,963.40 off the asking price.  A one-time fee for the software upgrade, consulting, installation, and training totals $64,570.  The first year's maintenance expense  of $58,557.37 will be for the 2011/2012 school year, a reduction of $16,419.89 from last year's expense.  Funds are included in the Information and Technology Division budget for this expense.

EVALUATION

Contract administration or evaluation is performed by the Project Manager (end user) and the Procurement Officer, who function as a team. Reviews are conducted face to face, typically quarterly, 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:  Christine VanBrunt, Supervisor Library Media Services; Richard E. Laneau, Jr., Data Center Manager
David J. Steele, Ph.D.   Gretchen Saunders
Chief Information and Technology Officer and Project Director, Empowering Effective Teachers Grant
(813) 272-4600
  Chief Business Officer
(813) 272-4270
    A 5.14
Hillsborough County Public Schools (Florida) * Mtg.#20110503_458 (Board Meeting) * Section A Item# 5.14