Agenda Item
Meeting Date:
1/9/2017 - 7:00 PM  
Category:
Business/Action Items  
Type:
Info/Action  
Subject:
17.4 Agreement with Emics, Inc., dba Chalk Schools  
LCAP (Local Control Accountability Plan) Goal:
Strategic Initiative 5.2 Optimal Operations and Infrastructure
Ensure Fiscal stability and accountability through effective stewardship of financial assets and funding sources.
 
Policy:
 
Enclosure:
 
File Attachment:
Chalk Schools Prorated Agreement.pdf
ChalkSchools-Overview.pdf
 
Summary:
Staff is requesting approval for an agreement with Emics, Inc., dba Chalk Schools, to provide automated office forms and workflow. Services include automatic collection of data, routing and tracking of responses and approvals. In addition, this service will provide unlimited electronic signatures, interactive form fields, pre-filled data fields and reusable access. They will upload and convert existing documents and will provide efficiency to save time and money by improving work flow and decreasing errors due to lost/missing paperwork, inaccurate information, and multiple submissions of the same form. This will support vital collaboration between departments and sites, and allow for necessary oversight of processes.

This service will ensure compliance with state, federal and Board requirements and allow for easier access to data for audits. Training will be provided as necessary. This service will be available to all departments in the District.
 
Funding:
Unrestricted General Fund.  
Fiscal Impact:
Prorated cost of $43,312.50 and one-time implementation fee of $17,325 due upon approval: $60,637.50

Total Annual Cost due July 1, 2017: $86,625.00
 
Recommendation
Approve the agreement with Emics, Inc., dba Chalk Schools.  
Approvals:
Recommended By:
Signed By:
Denise Larkins - Administrative Assistant
Signed By:  
Leyla E. Benson - Executive Director of Human Resources
Signed By:  
Nance Juner - Director of Fiscal Services
Signed By:  
Dr. Nellie Meyer - Superintendent
 
Vote Results:

New Motion
Member Cheryl Hansen Moved, Member Joanne Durkee seconded to approve the New motion 'Approve the agreement with Emics, Inc., dba Chalk Schools.'. Upon a Roll-Call Vote being taken, the vote was: Aye: 5 Nay: 0.
The motion Carried 5 - 0
   
Linda Mayo     Yes
Joanne Durkee     Yes
Cheryl Hansen     Yes
Brian Lawrence     Yes
Debra Mason     Yes