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Action Item
DATE: Tuesday, July 26, 2011
TO: School Board Members
FROM: MaryEllen Elia, Superintendent
SUBJECT / RECOMMENDATIONS
Accept and Contract with the IBM Corporation to Amend Request for Proposal (RFP) #10089-DST, Performance Management Information System for Services and Accept the Piggybacks of the State of Florida Agreements #252-500-09-1 Mainframe and Other Software and Agreement #250-000-09-1 Network Infrastructure - Equipment and Services (Information and Technology Division)
EXECUTIVE SUMMARY

On March 15, 2011, the Board approved RFP #10089, Performance Management Information System (PMIS), as a part of the seven-year grant from the Bill & Melinda Gates Foundation to improve student achievement by supporting effective teaching.  This RFP sought proposals for the design and development of the district's performance scorecards and dashboards and the enterprise architecture to support these tools. 

During the system design and technical assessment of this project (phase 1), it was determined that the functionality we desired could be more effectively implemented, in terms of both cost and underlying technology, with an alternative tool (Cognos) to the one proposed (SAP/Business Objects) by IBM, in their Statement of Work (SOW) for the PMIS project.  Since we had existing licenses and maintenance contracts for SAP/Business Objects, IBM developed a "cost neutral" proposal and plan to convert to this new Business Intelligence (BI) platform over a five-year period.

Executive Summary continues on attachment.

STRATEGIC OBJECTIVES
• Align the performance management system with the district’s priorities • Demonstrate best financial practices
FINANCIAL IMPACT (Budgeted:  Yes)
This proposal will not increase cost to the district over the next five years, since the existing cost for SAP Business Objects will be reduced over the same period.  The vendor is offering the requested software at an 80 percent (80%) discount, for a cost of $1,144,280.  This cost will be paid in 60 installments over a five-year term. Additional services may be performed at the request of the district and paid based on the established hourly professional fees, not to exceed $505,338.  Funding for the project will come from the Empowering Effective Teachers Grant, Race to the Top, Information and Technology Division, and the Teacher Incentive Fund.
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:  Dallas D. Cooper, General Manager, Business Process Improvement
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 5.21
Hillsborough County Public Schools (Florida) * Mtg.#20110726_468 (Board Meeting followed by Public Hearing) * Section A Item# 5.21