Board approves three-year contract (with extension option) for new special-education software

The Harmony Public Schools board authorized the district to award a contract for a new special-education software solution after staff recommended the highest-scoring proposer.

Staff explained EasyIAP, the district's prior special-education software, retired its Texas service, prompting a procurement. Eight vendors demonstrated products to staff and evaluators; the evaluation rubric weighted price at 30 percent and also considered scope, qualifications, long-term cost and reputation. Staff recommended awarding RSP HPS2528SPSW to Profile in Education as the highest-scoring proposer.

The procurement presenter said the initial cost presented to the board was $705,000 for a three-year recurring term; staff said contracting services would lock pricing for the initial three years and that the contract includes an option for an additional three-year extension subject to negotiation and any allowable escalation caps. Board members asked whether there would be additional costs after year three and how price escalation would be handled; staff replied that contracting would finalize terms and noted a maximum threshold mechanism could limit out-year increases.

A trustee moved to approve the recommended contract award; the motion was seconded and the board voted to approve the award and authorized the CEO or designee to finalize and execute agreements, amendments and renewals through 07/31/2031 as appropriate.

Staff said the chosen vendor has experience nationwide and that a majority of Texas districts use the recommended software. Contracting terms and any future-year pricing will be addressed by contracting services before extensions are executed.