Title
MOTION TO APPROVE THE PURCHASE AND ONE-YEAR RENEWAL WITH VENDOR IXL LEARNING, INC., FOR ACCESS TO THE IXL LEARNING SOFTWARE PROGRAM THROUGH SCHOOL SITE LICENSES TO HELP ASSESS AND IMPROVE STUDENT ACHIEVEMENT IN MATH, ENGLISH & LANGUAGE ARTS, SCIENCE AND SOCIAL STUDIES AT THE CITY OF PEMBROKE PINES EAST AND FSU ELEMENTARY CHARTER SCHOOLS, THE CHARTER MIDDLE SCHOOLS, AND THE ACADEMIC VILLAGE CHARTER SCHOOL, FOR SCHOOL YEAR 2026-27, IN AN AMOUNT OF $115,562.50 PURSUANT TO SECTIONS 35.18(C)(7)(A), 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)(a) states that "Academic program reviews, lectures or seminars by individuals, professional development programs, training, and continuing education seminars;"
- Section 35.18(C)(7)(i) states that "Software licensing and maintenance with the company from which the software was purchased, or its authorized representative;"
- Section 35.21(A)(1) states, "An initial purchase of, or contract for, commodities or services, in excess of $100,000, 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 IXL Learning, Inc. (‘IXL’) software program is a digital learning resource that offers challenging K-12 curriculum in subjects Math, English & Language Arts (ELA), Science, and Social Studies. Along with its comprehensive curriculum, it delivers Real-Time Diagnostic tools for assessing student understanding, creates personalized assistance for each student learner, and provides educators with actionable insights that support data-driven education. The City of Pembroke Pines Charter Schools utilize IXL Learning programs to improve student achievement and accelerate learning in these core subjects.
2. IXL provides access to their software program through school site licenses, which are renewed annually. FSU Elementary Charter School initially purchased Math and ELA site licenses in FY 2015-16 for their gifted students’ program and has renewed the site license annually, adding additional site licenses for Science since then. In FY 2020-21, the Academic Village Charter School (AVCS) purchased a site license initially for their 6th grade Math program and has since expanded its use for Science and Social Studies for its AVCS middle school students, and Math for its high school students, also renewing the site licenses annually. Along with FSU Elementary and AVCS, the Central Middle Charter School purchased IXL site licenses for Math & Science for grade levels 6-8 beginning FY 2022-23. Additionally, West Middle Charter School began utilizing IXL software in FY 2023-24. All aforementioned charter schools utilize IXL in the current 2025-26 school year.
3. As a result of increased student enrollment since FY 2015-16 and the expanded use of IXL programs, the systemwide renewal cost now exceeds the $100,000 purchasing threshold and requires Commission approval. System-wide data indicates a need for additional Math, ELA, Social Studies, and Science resources to close the performance gap. This gap was created due to the pandemic and PPCS is working to increase the number of students performing on grade level. The systemwide renewal cost for FY 2026-27 is $115,562.50 (See Exhibit 1. IXL Learning Quote FY 2026-27).
4. Recommend City Commission approve the purchase and one-year renewal with vendor IXL Learning, Inc., for access to the IXL Learning software program through school site licenses to help assess and improve student achievement in Math, English & Language Arts, Science and Social Studies at the City of Pembroke Pines Charter Elementary and Middle Schools, Academic Village Charter School and FSU Elementary Charter School, for school year 2026-27, in an amount not to exceed $115,562.50 pursuant to Sections 35.18(C)(7)(a), and 35.18(C)(7)(I), of the City's Procurement Code.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: $115,562.50
b) Amount budgeted for this item in Account No: Funding for the Noncapital Software License expense of $100,562.50 is budgeted in the 2026-2027 Charter School Proposed Budget within the Noncapital Software operating accounts. A portion of the total cost in the amount of $15,000 will be funded by the 2026-27 Title II grant allocation upon receipt. A budget amendment will be processed upon approval and receipt of Title II revenues for the 2026-2027 school year.
|
Site |
Amount |
Account Coding -Noncapital Software |
|
East Elementary K-3 |
$332.00 |
170-569-5051-552652-5101-369-0000-00550 |
|
East Elementary 4-5 |
$661.75 |
170-569-5051-552652-5102-369-0000-00550 |
|
West Elementary K-3 |
$9,375.00 |
170-569-5051-552652-5101-369-0000-00551 |
|
West Elementary 4-5 |
$5,281.25 |
170-569-5051-552652-5102-369-0000-00551 |
|
West Middle |
$16,450.00 |
171-569-5052-552652-5102-369-0000-00553 |
|
Central Middle |
$16,450.00 |
171-569-5052-552652-5102-369-0000-00554 |
|
AV Middle 6-8 |
$7,050.00 |
172-569-5053-552652-5102-369-0000-00000 |
|
AV High 9-12 |
$33,018.75 |
172-569-5053-552652-5103-369-0000-00000 |
|
FSU Elementary K-3 |
$3,975.00 |
173-569-5061-552652-5101-369-0000-00000 |
|
FSU Elementary 4-5 |
$7,968.75 |
173-569-5061-552652-5102-369-0000-00000 |
|
Total |
$100,562.50 |
|
|
|
|
|
|
Budget Amendment |
|
|
|
Revenue |
Amount |
Title II Part A-SEI Amount-Account Coding |
|
170- Elementary Schools |
$6,000.00 |
170-000-5051-331611-3225-000-0000- |
|
171- Middle Schools |
$3,000.00 |
171-000-5052-331611-3225-000-0000- |
|
172- Academic Village |
$3,000.00 |
172-000-5053-331611-3225-000-0000- |
|
173- FSU Elementary |
$3,000.00 |
173-000-5061-331611-3225-000-0000- |
|
Total |
$15,000.00 |
|
|
|
|
|
|
Expenditure |
Amount |
Account Coding- Professional & Tech Svs |
|
East Elementary |
$3,000.00 |
170-569-5051-531310-6400-310-0000-00550 |
|
West Elementary |
$1,500.00 |
170-569-5051-531310-6400-310-0000-00551 |
|
West Elementary |
$1,500.00 |
171-569-5052-531310-6400-310-0000-00553 |
|
Central Middle |
$3,000.00 |
171-569-5052-531310-6400-310-0000-00554 |
|
Academic Village |
$3,000.00 |
172-569-5053-531310-6400-310-0000-00000 |
|
FSU Elementary |
$3,000.00 |
173-569-5061-531310-6400-310-0000-00000 |
|
Total |
$15,000.00 |
|
|
|
|
|
|
Total Cost |
$115,562.50 |
|
c) Source of funding for difference, if not fully budgeted: Not applicable.
d) 5-year projection of the operational cost of the project:
|
|
2026-2027 |
Year 2 |
Year 3 |
Year 4 |
Year 5 |
|
Revenues |
$15,000 |
|
|
|
|
|
Expenditures |
($115,562.50) |
|
|
|
|
|
Net Cost |
$100,562.50 |
|
|
|
|
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.