FLVS trustees review multiple vendor contracts and procurement awards ahead of June meeting

Florida Virtual School officials on May 6 presented several procurement and contract items they plan to bring to the board for approval at the June 3 quarterly meeting, including a proposed one‑year master course license with ACT Education Corporation, a three‑year independent audit contract recommendation and a Workday optimization project expected to begin with a roughly $380,000 phase 1 engagement.

The overview matters because the items carry multi‑year commitments and potential fiscal impact across FLVS operations. Joanne Serra, senior director of procurement and contracting for Florida Virtual School, told trustees the proposed ACT Education Corp. master course license would run one year with three optional one‑year renewals and carries a not‑to‑exceed amount of $1,000,000 per fiscal year. "We pay ACT based upon successful completions in the course," Serra said. She added the vendor's rate is $35 per successful completion in Florida and 45 percent of gross revenue outside Florida.

Serra also outlined an independent financial audit RFP. The evaluation committee recommended awarding audit services to Forvis Mazars LLP. Serra said the estimated cost for the initial three‑year term is $185,500, with the FY25 audit (to be performed in FY26) estimated at $60,000, the next year at $62,000 and the third year at $63,500. Board members asked for the evaluation rubric used by the selection committee; Serra said she would provide it to the board after the call.

On enterprise systems, FLVS requested board authorization to execute a contract for Workday optimization with Collaborative Solutions LLC. Serra said five proposals were received and the committee determined Collaborative Solutions to be the most advantageous. The contract term would be three years with two optional one‑year renewals; phase 1 is expected to take about 16 weeks and is estimated "just shy of $380,000," with phase 2 costs to be determined after phase 1 analysis.

Other items previewed included a pending solicitation for data backup and recovery services (final evaluation meeting scheduled), and continued participation in the Northeast Florida Educational Consortium (NEFEC) risk management program, which provides workers' compensation, liability and property coverage. Serra reported the NEFEC fiscal impact for FY26 as $303,141.27. She also said a routine quarterly standing agenda item — increases in contract spend authority to avoid exceeding approved limits by year‑end — will be updated if any spend‑authority requests arise.

No formal votes were taken at the May 6 workshop; the listed items are scheduled as proposed consent or discussion items for the June 3 board meeting. Serra told trustees she will update the board agenda with details as outstanding solicitations conclude and will supply the evaluation rubrics for committees that produced recommendations.

Trustees asked several procedural questions during the workshop about course licensing and the long‑term plan to replace some licensed courses with FLVS‑developed curriculum. Serra said FLVS has "decreased the number of courses that we're licensing from ACT over the years as we do replace them with our own curriculum" and described the remaining licenses as part of a phase‑out strategy.

The board will consider these contract and procurement items at its June 3 meeting. If the board approves any of the contracts, staff said execution would follow board authorization and standard procurement procedures.