Title
MOTION TO APPROVE THE PURCHASE OF FLORIDA SCIENCE INSTRUCTIONAL MATERIALS FROM HOUGHTON MIFFLIN HARCOURT IN AN AMOUNT NOT TO EXCEED $178,387.73 FOR THE CITY OF PEMBROKE PINES CHARTER ELEMENTARY SCHOOLS PURSUANT TO SECTION 35.18(C)(7)(J) OF THE CITY'S CODE OF ORDINANCES.
Summary Explanation and Background
-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)(j) states that "Educational books, technical publications or other type trade journals;"
- 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. Each year, the Charter Schools budget funds for the purchase of new textbooks. In Florida, specific courses within selected subject areas and grade levels are called for adoption on a rotating basis, typically for a five-year period. For the 2024-2025 school year the Florida Department of Education (FLDOE) has adopted instructional materials in the subject area of Science.
2. Schools are mandated to buy state-adopted textbooks from the Florida School Book Depository (FSBD). However, for elementary school grade levels, the FSBD currently offers Science adoption textbooks with only 1-year and 3-year terms. These available state-adopted textbook terms will not bridge the gap between this year’s Science adoption and the subsequent adoption period.
3. Pembroke Pines Charter Elementary Schools aim to purchase science textbooks with 5-year terms to ensure they have curriculum-aligned to state standards for science instruction until the next science textbook adoption cycle.
4. Vendor Houghton Mifflin Harcourt (HMH) has available 5-year term science textbooks that are aligned with the PPCES science curriculum. The estimated purchase cost for each elementary school is as follows (See Exhibits 1-4 HMH Elementary School Science Textbook Quotes):
|
School site |
Cost |
|
East Elementary |
$ 46,846.79 |
|
West Elementary |
$ 46,511.59 |
|
Central Elementary |
$ 38,120.71 |
|
FSU Elementary |
$ 46,908.64 |
|
Total |
$ 178,387.73 |
5. Recommend City Commission approve the purchase of Florida Science instructional materials from Houghton Mifflin Harcourt in an amount not to exceed $178,387.73 for the City of Pembroke Pines Charter Elementary Schools pursuant to section 35.18(C)(7)(j) of the City's Code of Ordinances.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: $178,387.73
b) Amount budgeted for this item in Account No: $178,387.73 is budgeted within the 552013-Textbook accounts for in the 2024-2025 Proposed Charter Elementary School and 2024-2025 Proposed FSU Elementary Charter School Budgets.
c) Source of funding for difference, if not fully budgeted: Not applicable.
d) 5-year projection of the operational cost of the project:
|
|
FY2024-2025 |
Year 2 |
Year 3 |
Year 4 |
Year 5 |
|
Revenues |
|
|
|
|
|
|
Expenditures |
$178,387.73 |
|
|
|
|
|
Net Cost |
$178,387.73 |
|
|
|
|
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.