Title
MOTION TO APPROVE THE AGREEMENT AND PURCHASE OF OCCUPATIONAL THERAPY SERVICES FROM VENDOR ASHLEY GORTLER OTR, LLC. FOR THE CITY OF PEMBROKE PINES EAST ELEMENTARY, CENTRAL ELEMENTARY, CENTRAL MIDDLE, AND FSU ELEMENTARY CHARTER SCHOOLS FOR AN ANNUAL AMOUNT NOT TO EXCEED $105,274 FOR FISCAL YEARS 2025 AND 2026, PURSUANT TO SECTION 35.18(C)(7)(B) 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 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)(B) states that "Health services involving examination, diagnosis, treatment, prevention, medical consultation or administration;"
- 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. On March 18th, 2021, the City entered into an Agreement with Ashley Gortler OTR, LLC (‘Ashley Gortler’) for an initial period which expired on June 30th, 2021, to provide occupational therapy services at the East Elementary Charter School and to comply with the requirements of Broward County Schools for the offering of such services.
2. Section 3.1 of the Original Agreement authorizes the renewal of the Original Agreement for three (3) additional one (1) year renewal terms upon mutual consent, evidenced by written Amendments extending the term thereof.
3. On June 16th, 2021, the Parties entered into the First Amendment to the Original Agreement to increase the total compensation amount from $25,000.00 to $64,800.00 and to renew the term for the first one (1) year period which expired on June 30th, 2022.
4. On April 20th, 2022, the Parties entered into the Second Amendment to the Original Agreement, as amended, to renew the term for the second one (1) year period which expires on June 30th, 2023.
5. During school year 2022-2023, Ashley Gortler began providing services to students at the City’s Central Elementary and Middle Charter Schools, in addition to East Elementary.
6. On March 1st, 2023, the Parties entered into the Third Amendment to the Original Agreement to increase the total compensation amount from $64,800 to $105,264, with an hourly rate increase from $60.00 to $68.00, and to renew the term for one (1) additional year period.
7. On June 30th, 2024, the final renewal term with Ashley Gortler naturally expires. The charter schools, satisfied with the performance and execution of the original agreement, desire to enter a new agreement with Ashley Gortler for occupational therapy services for an initial two-year period commencing July 1, 2024, for the start of the upcoming 2024-2025 school year.
8. For the 2024-25 school year, the FSU Elementary Charter School would like to begin utilizing Ashley Gortler for occupational therapy services for their students, and the East Elementary, Central Elementary and Central Middle Charter School wish to continue to receive these services.
9. Recommend City Commission approve the agreement and purchase of occupational therapy services from Ashley Gortler, LLC for the City of Pembroke Pines East Elementary, Central Elementary, Central Middle, and FSU Elementary Charter Schools for Fiscal Year 2025 and 2026, pursuant to section 35.18(C)(7)(B) of the City’s Code of Ordinances.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: $105,274.00 for FY 2025, and subsequently $105,274.00 for FY 2025-2026.
b) Amount budgeted for this item in Account No: This expense will be budgeted for in the FY 2024-2025 Proposed Charter School Budget within the Professional Svs-Tech Svs accounts for the following charter schools:
|
School Site |
Account Coding |
Amount |
|
East Elementary |
170-569-5051-531310-6130-310-0000-00550 |
$ 61,210 |
|
Central Elementary |
170-569-5051-531310-6130-310-0000-00552 |
$ 18,360 |
|
Central Middle |
171-569-5052-531310-6130-310-0000-00554 |
$ 18,360 |
|
Total |
|
$ 97,930 |
c) Source of funding for difference, if not fully budgeted: Upon City Commission Approval, a budget amendment will be processed for FSU Elementary Charter School from the following expenditure accounts:
|
FSU ELEMENTARY FY 2024-25 PROPOSED BUDGET ADJUSTMENT |
|
|
|
FROM: |
|
|
|
Other Services-FCS |
173-569-5061-534989-6130-310-0000- |
7,344 |
|
TO: |
|
|
|
Professional Svs - Tech Svs |
173-569-5061-531310-6130-310-0000- |
7,344 |
d) 5-year projection of the operational cost of the project
|
|
FY 2024-2025 |
FY 2025-2026 |
Year 3 |
Year 4 |
Year 5 |
|
Revenues |
|
|
|
|
|
|
Expenditures |
$105,274 |
$105,274 |
|
|
|
|
Net Cost |
$105,274 |
$105,274 |
|
|
|
e) Detail of additional staff requirements: None.
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.