Title
MOTION TO APPROVE THE PURCHASE OF MUSICAL INSTRUMENTS FOR THE PEMBROKE PINES CHARTER SCHOOL ACADEMIC VILLAGE CAMPUS IN AN AMOUNT NOT TO EXCEED $28,901 FROM TAYLOR MUSIC, INC., UTILIZING BUYBOARD CONTRACT #712-23 - MUSICAL INSTRUMENTS, PURSUANT TO SECTION 35.18(C) OF THE CITY’S CODE OF ORDINANCES.
Summary Explanation and Background
PROCUREMENT PROCESS TAKEN:
- Chapter 35 of the City's Code of Ordinances is titled "PROCUREMENT PROCEDURES, PUBLIC FUNDS".
- Section 35.18 of the City's Code of Ordinances is titled "COMPETITIVE BIDDING OR COMPETITIVE PROPOSALS REQUIRED; EXCEPTIONS."
- Section 35.18(C) states that "Only the following situations are exempt from the competitive bid and competitive proposal requirements of this section:"
- Section 35.18(C)(5) states that, "Utilization of other governmental agencies' contracts. Commodities or services that are the subject of contracts with the state its political subdivisions or other governmental entities including the United States Government, are exempt from this section, provided, however, that this division shall apply only if the contract expressly permits or if the awarding jurisdiction and/or the vendor agree to allow the city to purchase therefrom and if either: (i) the commodities or services are the subject of a price schedule negotiated by the state or federal government or by competitive bid by another governmental agency and not on any preference; (ii) or the price offered for the commodity or service exactly equals or is lower than the governmental contract from vendors awarded the governmental contract. Where an award is made pursuant to this paragraph, the terms and conditions agreeable to the City may be used in lieu of those terms and conditions of the contract with the other governmental agency."
- Section 35.18 (C)(6) states that “Cooperative purchasing plans are exempt from this section.”
- Section 35.21 of the City's Code of Ordinances is titled "AWARD OF CONTRACT".
- Section 35.21(A) of the City's Code of Ordinances is titled "City Commission approval."
- Section 35.21(A)(1) states that, "An initial purchase of, or contract for, commodities or services, in excess of $25,000, shall require the approval of the City Commission, regardless of whether the competitive bidding or competitive proposal procedures were followed."
SUMMARY EXPLANATION AND BACKGROUND:
1. The Pembroke Pines Charter School Academic Village Campus would like to purchase the following musical instruments:
|
Qty. |
Description |
|
1 |
Conn Bass Trombone |
|
2 |
Yamaha Intermediate Trombone |
|
4 |
Yamaha Flugelhorn, Silver |
|
1 |
Yamaha Wood Piccolo |
|
10 |
Yamaha Marching Mellophone Silver |
|
|
|
2. The purchase of these instruments will support both the instructional and performance needs of the school’s band program. These instruments are required to replace aging or damaged equipment, expand the program’s inventory to meet increased student participation, and ensure that all students have access to properly functioning, high-quality instruments for rehearsals, concerts, competitions, and community events. Providing appropriate instruments is essential to maintaining the quality of instruction, fostering student skill development, and sustaining the school’s ability to operate a competitive and reputable music program.
3. The Procurement Department utilized the BuyBoard National Purchasing Cooperative contract #712-23 - Musical Instruments.
4. The BuyBoard National Purchasing Cooperative is a cooperative purchasing program that provides governmental entities with access to a wide range of products and services through competitively awarded contracts. Originally developed by the Texas Association of School Boards, BuyBoard allows members to leverage the purchasing power of participating agencies nationwide. For governmental entities outside of Texas, membership is through the National Purchasing Cooperative, which ensures compliance with the procurement laws and regulations of each participating state. Utilizing BuyBoard contracts streamlines the procurement process, reduces administrative costs, and provides access to competitive pricing while maintaining full compliance with applicable purchasing requirements.
5. Per the terms of contract #712-23 - Musical Instruments, vendors are awarded by catalog, and each vendor providing pricing information from the respective catalogs. In addition, since multiple vendors have been awarded, BuyBoard offers buyers the option on their website to request quotes for the items they would like to procure, specifying the contract they intend to use.
On July 8, 2025, the Procurement Department advertised a quote request on BuyBoard for the Pembroke Pines Charter Schools Musical Instruments and, on July 14, 2025, received seven (7) responses from the following vendors:
|
Carolyn Nussbaum Music Company, LLC. |
|
Guitar Center Stores Inc /dba/ Music & Arts |
|
Olivas Music |
|
Sweetwater Sound Holdings LLC dba Sweetwater Sound |
|
Taylor Music, Inc. |
|
Washington Music Sales Center, Inc. |
|
West Music Company |
6. Taylor Music, Inc. supplied the lowest overall quote for all the requested items.
|
Qty. |
Description |
Cost |
Total |
|
1 |
Conn Bass Trombone |
$3,626.00 |
$3,626.00 |
|
2 |
Yamaha Intermediate Trombone |
$1,339.00 |
$2,678.00 |
|
4 |
Yamaha Flugelhorn, Silver |
$1,888.00 |
$7,552.00 |
|
1 |
Yamaha Wood Piccolo |
$1,861.00 |
$1,861.00 |
|
10 |
Yamaha Marching Mellophone Silver |
$1,681.00 |
$16,810.00 |
|
|
|
Total |
$32,527.00 |
The procurement department reviewed the quote provided by Taylor Music, Inc. and verified the quote provided had a discount greater than the 5% minimum discount they are required to provide by contract.
However, the Conn Bass Trombone has a lead time of at least one year. After contacting multiple vendors and confirming similar delays, the department determined it would be best to exclude this item from the recommended award. Instead, the department will explore alternative purchasing options, prioritizing vendors that may have the instrument in stock, rather than requiring a factory order. Since the item is under $5,000, it may be procured on the open market from a qualified source offering a reasonable delivery timeline.
As a result, the following items are being recommended for purchase with this order:
|
Qty. |
Description |
Cost |
Total |
|
2 |
Yamaha Intermediate Trombone |
$1,339.00 |
$2,678.00 |
|
4 |
Yamaha Flugelhorn, Silver |
$1,888.00 |
$7,552.00 |
|
1 |
Yamaha Wood Piccolo |
$1,861.00 |
$1,861.00 |
|
10 |
Yamaha Marching Mellophone Silver |
$1,681.00 |
$16,810.00 |
|
|
|
Total |
$28,901.00 |
7. Section 35.18(C)(6) of the Procurement Code allows for the use of cooperative purchasing plans, such as the BuyBoard National Purchasing Cooperative, to be exempt from competitive bids or proposals.
8. Request commission to approve the purchase of musical instruments for the Pembroke Pines Charter School Academic Village Campus in an amount not to exceed $28,901 from Taylor Music, Inc., utilizing BuyBoard contract #712-23 - musical instruments, pursuant to Section 35.18(C) of the City’s Code of Ordinances.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: $28,901
b) Amount budgeted for this item in Account No: Funds are available in account # 172-569-5053-552650-5103-642-0000-00000 (Non-capital Equipment)
c) Source of funding for difference, if not fully budgeted: Not Applicable.
d) 5 year projection of the operational cost of the project: Not Applicable.
e) Detail of additional staff requirements: Not Applicable.
FEASIBILITY REVIEW:
A feasibility review is required for the award, renewal and/or expiration of all function sourcing contracts. This analysis is to determine the financial effectiveness of function sourcing services.
a) Was a Feasibility Review/Cost Analysis of Out-Sourcing vs. In-House Labor Conducted for this service? Not Applicable.
b) If Yes, what is the total cost or total savings of utilizing Out-Sourcing vs. In-House Labor for this service? Not Applicable.