Title
MOTION TO APPROVE THE PURCHASE AND AGREEMENT FROM DROBOTS COMPANY FOR A PROFESSIONAL SERVICES PACKAGE TO OPERATE THE 2024 DROBOTS STEM SUMMER LEARNING CAMP PROGRAM AT THE PEMBROKE PINES-FLORIDA STATE UNIVERSITY CHARTER ELEMENTARY SCHOOL, IN AN AMOUNT NOT TO EXCEED $89,600, 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 Ordinance 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)(2) states "Contracts for professional services involving peculiar skill, ability, experience or expertise, which are in their nature unique and not subject to competitive bidding, or competitive proposals, are exempt from this section; however, state laws, such as the Consultants' Competitive Negotiation Act of the state statutes, as may be amended from time to time to the extent applicable, shall be followed."
- Section 35.18(C)(7)(a) states, "Academic program reviews, lectures or seminars by individuals, professional development programs, training, and continuing education seminars are not subject to the competitive procurement requirement."
- 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) of the City's Code of Ordinance 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. In an effort to close academic learning gaps, the Pembroke Pines-FSU Charter Elementary School (‘FSU Elementary’) offer a summer academy program to provide their K-4 students extra academic support in reading and other subjects.
2. FSU Elementary want to expand their summer academy to accelerate learning and provide enrichment, and in doing so, hire the Drobots Company (‘Drobots’) to provide instruction during the summer in the areas of science, technology, math, and engineering (STEM). Through this program, students would apply knowledge by participating in hands-on, real-world STEM exploration.
3. The Drobots STEM program would serve students in grades K-4. Students in grades K-2 would participate in the Junior Engineering program. Students in grades 3-4 would participate in the Robotics and Drones program. Students will attend the camp for a one-week session, four days a week. There will be four sessions offered in the summer from June 24, 2024, thru July 18, 2024 (See Exhibit 1. Drobots Company Service Agreement).
4. Drobots will charge FSU Elementary on a per student camper, per session basis. The cost per student camper is $400. Approximately 224 students are projected to participate in the program. The total projected cost would be $89,600 for Summer 2024. FSU Elementary was awarded the Intensive Afterschool Weekend Academies grant (Exhibit 2). This grant prioritizes funding for schools with STEM summer program initiatives and will fund the cost of the Drobots STEM program services for Summer 2024.
5. Recommend City Commission approve the purchase and agreement from Drobots Company for a professional services package to operate the 2024 Drobots STEM Learning Camp Program at the Pembroke Pines-Florida State University Charter Elementary School, in an amount not to exceed $89,600, pursuant to Section 35.18(C) of the City's Code of Ordinances.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: $89,600
b) Amount budgeted for this item in Account No: This expenditure was not budgeted for in the 2023-24 FSU Charter Elementary School Budget.
c) Source of funding for difference, if not fully budgeted: This expense will be funded by the Intensive Afterschool Weekend Academies Grant in the amount of $89,600.00. When the grant revenue is received, a budget adjustment will be processed to increase the applicable FSU grant revenue accounts and the FSU Elementary professional service expenditure accounts. This accounting transaction will increase the FSU Elementary 2024 Charter School adopted budget by $89,600.
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Revenues |
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Intensive Afterschool Weekend Academies 173-000-5061- 332623-3271-000-0000 $89.600.00 |
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Revenue Total $89,600.00 |
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Expenditures |
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Professional Svc - Tech Svc 173-569-5061-531310-5101-310-0000 $71,680.00 |
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Professional Svc - Tech Svc 173-569-5061-531310-5102-310-0000 $17,920.00 |
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Expenditure Total $89,600.00 |
d) 5 year projection of the operational cost of the project:
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FY2024 |
Year 2 |
Year 3 |
Year 4 |
Year 5 |
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Revenues |
$89,600 |
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|
|
|
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Expenditures |
($89,600) |
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|
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Net Cost |
0.00 |
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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.