HCPS FL Logo Business
Action Item
DATE: Tuesday, July 26, 2011
TO: School Board Members
FROM: MaryEllen Elia, Superintendent
SUBJECT / RECOMMENDATIONS
Accept the Amendment to Scantron RFP #4781-TS Formative Assessment System and the First Year Renewal (Business Division)
EXECUTIVE SUMMARY
On June 13, 2006, the Board approved the highest ranked firm, Scantron, for RFP #4781-TS Formative Assessment System.  The purpose was to establish a partnership with a qualified firm, for five years, to develop a districtwide student assessment program.  The agreement allowed the contract to be renewed for two additional one-year periods. 

The original agreement includes the web-based assessment system consisting of the Achievement Series, a web-based districtwide assessment solution that allows teachers to develop and administer online and paper-based tests, capture the results, and produce standards-based reports.  Also included is ExamView, a module that allows access to the Test Prep System Item Bank, scanners, and associated maintenance.  The future cost of the Achievement Series, valued at $211,500 last year, has been waived through negotiations by the Superintendent and staff.

This amendment adds an additional module that will allow compatibility for tests and test items from ExamView to the Achievement Series. The annual cost of this module is $49,900. The amendment also provides a dedicated Scantron Project Manager, for which Hillsborough County Public Schools will be billed, at a rate of $95,000 annually. This is a shared cost for a Scantron employee who will be providing ongoing support and training for the Achievement Series.  The net cost reduction for the next year will be $66,600.

STRATEGIC OBJECTIVES
• Align financial resources to support the district’s strategic goals • Demonstrate best financial practices
FINANCIAL IMPACT (Budgeted:  Yes)
Expenditures for Scantron services and products were $656,759 for 2010/2011, and $655,267 for 2009/2010.  An additional expense of $10,000 was avoided in the negotiations for the additional module.
EVALUATION
SUBMITTED BY:  Samuel Whitten, Assistant Director of Assessment and Accountability
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 5.04
Hillsborough County Public Schools (Florida) * Mtg.#20110726_468 (Board Meeting followed by Public Hearing) * Section A Item# 5.04