Title
MOTION TO APPROVE THE PAYMENT OF ADVANCED PLACEMENT (AP) EXAMS FROM SOLE SOURCE VENDOR, THE COLLEGE BOARD, FOR AP TESTING AT THE CHARTER HIGH SCHOOL FOR THE 2025-2026 SCHOOL YEAR IN THE AMOUNT OF $126,500 PURSUANT TO SECTION 35.18(C)(3) 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)(3) states that "City standard, single-source and sole- source commodities or services. City standard, single- source and sole-source commodities or services 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, "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 Charter High School offers Advanced Placement classes for students. Advanced Placement (AP) is a program created by the College Board which offers college-level curricula and examinations to high school students. Colleges and Universities often grant course credit to students who obtain high scores on the examinations.
2. The average cost to administer the AP examinations is $99 per test. The College Board allows the school to retain $9.00 per test as a rebate to help with the administrative costs to administer the test, reducing the average cost to $90.00 per test (See Exhibit 1. FY 2025-26 AP Coordinator Manual, pg.23).
3. The Charter High School is projecting to administer an average of 1,400 exams for the 2025-26 school year. The total projected cost for AP exams in the 2025-26 school year is $126,000 (1,400 exams x $90 per exam). An additional $500 was budgeted in case the high school incurs any late fees.
4. The College Board is the sole organization responsible for the Advanced Placement (AP) Program and its exams. They develop and administer the AP exams, set the curriculum standards, and provide the scoring and results. Schools and students must go through the College Board to take AP exams and access related resources.
5. Requesting Commission approve the payment of Advanced Placement (AP) Exams from the sole source vendor, the College Board, for AP testing at the Charter High School for the 2025-26 school year in the amount of $126,500 pursuant to section 35.18(C)(3) of the City’s Code of Ordinances.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: $126,500
b) Amount budgeted for this item in Account No: $126,000 is budgeted in the Testing Materials Account 172-569-5053-552182-5103-513-0000 within the Academic Village Charter School 2025-26 Adopted Budget. An additional $500 is budgeted in this account in case the AVCS incurs any late fees during the school year.
c) Source of funding for difference, if not fully budgeted: If the AVCS must purchase more than the anticipated exam count, a budget adjustment will be processed from the AVCS 5103 school function/classroom instruction accounts to fund the difference in cost.
d) 5 year projection of the operational cost of the project:
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FY2025-26 |
Year 2 |
Year 3 |
Year 4 |
Year 5 |
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Revenues |
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Expenditures |
$126,500 |
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Net Cost |
$126,500 |
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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.