Title
MOTION TO APPROVE THE PURCHASE OF LANSCHOOL AIR SOFTWARE SUBSCRIPTION LICENSES, INCLUDING TECHNICAL SUPPORT FROM LENOVO, FOR USE AT THE CITY OF PEMBROKE PINES CHARTER ELEMENTARY SCHOOLS, MIDDLE SCHOOLS, AND ACADEMIC VILLAGE CHARTER SCHOOL, FOR THE 2025-26 SCHOOL YEAR, IN THE AMOUNT OF $26,710, PURSUANT TO SECTIONS 35.18(C)(7)(H) AND 35.18(C)(7)(I) OF THE CITY’S PROCUREMENT CODE.
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 regarding "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)(7) states that "The following contractual services are not subject to the competitive procurement requirement:"
- Section 35.18(C)(7)(h) states that "Copyrighted materials, including computer software;"
- Section 35.18(C)(7)(i) states, “Software licensing and maintenance with the company from which the software was purchased, or its authorized representative;”
- 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, "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. LanSchool Air is a cloud-based classroom management software designed to help teachers guide, monitor, and support student learning on digital devices. Its features give teachers greater visibility and control over students’ digital activity, keeping students focused, safe, and engaged while learning online. In addition, it works across Windows, macOS, and Chrome OS devices.
Key capabilities include:
-Real-time screen monitoring to ensure students remain on task;
-Teacher or student screen sharing for demonstrations
-Web access controls that limit or block websites as needed
-Messaging tools for private teacher-student communication
-Device management functions such as screen locking, link pushing, and session controls.
2. This purchase represents the first-time adoption of LanSchool Air across the Pembroke Pines Charter School System. The software will enhance instructional support and digital safety in classrooms by providing teachers with tools to engage students and maintain productive learning environments.
3. LanSchool is a classroom management software platform originally developed by LanSchool Technologies and acquired by Lenovo in 2011. Today, it operates as part of Lenovo’s Education Software portfolio and is distributed under Lenovo product licensing. Since LanSchool is owned and maintained by Lenovo, licenses are procured through Lenovo or its authorized resellers.
4. Quotes for LanSchool Air were obtained through CDW Government (CDW-G) and Lenovo (See Exhibit 1. CDWG LanSchool Quotes FY2025-26 and Exhibit 2. Lenovo LanSchool Quotes FY2025-26). The quoted purchase cost from CDW-G is $27,831.82 while the cost from Lenovo is $26,710:
|
|
|
CDW-G |
CDW-G |
Lenovo |
Lenovo |
|
Description |
Qty. |
Unit Price |
Total |
Unit Price |
Total Price |
|
LanSchool Air Licenses |
5,342 |
$5.21 |
$27,831.82 |
$5.00 |
$26,710.00 |
5. Recommend City Commission approve the purchase of LanSchool Air subscription licenses, including technical support from Lenovo, for use at the City of Pembroke Pines Charter Elementary Schools, Middle Schools, and Academic Village Charter School, for the 2025-26 school year, in the amount of $26,710, pursuant to Sections 35.18(C)(7)(h) and 35.18(C)(7)(i) of the City’s Procurement Code.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: $26,710 (5,342 licenses at $5.00 per license)
b) Amount budgeted for this item in Account No: Funding for this expense is budgeted for in the 2025-2026 Charter School Adopted Budget within the following accounts:
|
School Site |
Non-capitalized Software Accounts |
Amount |
|
East Elementary (K-3) |
170-569-5051-552652-5101-369-0000-00550 |
2,395.25 |
|
East Elementary (4-5) |
170-569-5051-552652-5102-369-0000-00550 |
1,179.75 |
|
West Elementary (K-3) |
170-569-5051-552652-5101-369-0000-00551 |
2,462.25 |
|
West Elementary (4-5) |
170-569-5051-552652-5102-369-0000-00551 |
1,212.75 |
|
Central Elementary (K-3) |
170-569-5051-552652-5101-369-0000-00552 |
1,045.20 |
|
Central Elementary (4-5) |
170-569-5051-552652-5102-369-0000-00552 |
514.80 |
|
West Middle |
171-569-5052-552652-5102-369-0000-00553 |
3,450.00 |
|
Central Middle |
171-569-5052-552652-5102-369-0000-00554 |
3,525.00 |
|
Academic Village Middle |
172-569-5053-552652-5102-369-0000- |
1,550.00 |
|
Academic Village High |
172-569-5053-552652-5103-369-0000- |
9,375.00 |
|
Total |
|
26,710.00 |
c) Source of funding for difference, if not fully budgeted: Not applicable.
d) 5-year projection of the operational cost of the project:
|
|
FY 2025-26 |
Year 2 |
Year 3 |
Year 4 |
Year 5 |
|
Revenues |
|
|
|
|
|
|
Expenditures |
$ 26,710 |
|
|
|
|
|
Net Cost |
$ 26,710 |
|
|
|
|
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.