Title
MOTION TO APPROVE THE PURCHASE OF READING HORIZONS DISCOVER ELA INTERVENTION INSTRUCTIONAL MATERIALS FROM VENDOR READING HORIZONS IN AN AMOUNT NOT TO EXCEED $91,521.93 FOR CITY OF PEMBROKE PINES EAST AND WEST CHARTER ELEMENTARY SCHOOLS 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 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)(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 35.18(C)(7) states that "The following contractual services are not subject to the competitive procurement requirement:"
-Section 35.18(C)(7)(h) states that “Copyrighted materials, including computer software;”
-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 35.18(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. Textbook purchases are determined by the adoption of State approved instructional materials for specific classes.
2. Typically, the Department of Education requires charter schools to purchase state adopted instructional materials from the Florida School Book Depository. However, the English Language Arts (ELA) intervention textbooks, instructional materials, and digital instruction in alignment with the Pembroke Pines Charter Elementary Schools ELA curriculum are not available through the Florida School Book Depository (FSBD).
3. Reading Horizons Discover ELA is a foundational reading program used to pinpoint and target the instructional needs of striving readers and ELA learners. This intervention program provides students with independent, competency-based learning that addresses their unique needs, adjusts to their pace, and gives them the privacy to struggle without feeling embarrassed. This intervention was recently adopted by multiple school systems across the State, including Dade and Broward County. Their products include teacher manuals, student games, posters, books, and software to support striving students as they master foundational reading skills. Reading Horizons is the sole producer and distributor of Reading Horizons’ instructional materials and software products (See Exhibit 1. Reading Horizons Sole Source Letter).
4. The estimated cost of this purchase for East and West Charter Elementary Schools is as follows (See Exhibit 2. Reading Horizon Elementary School Quotes):
|
School Site |
Amount |
|
East Elementary |
$51,177.51 |
|
West Elementary |
$40,344.42 |
|
Total |
$91,521.93 |
5. Recommend City Commission approve the purchase of Reading Horizons Discover ELA intervention instructional materials from vendor Reading Horizons in an amount not to exceed $91,521.93 for City of Pembroke Pines East and West Charter Elementary Schools pursuant to Section 35.18(C) of the City's Code of Ordinances.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: $91,521.93.
b) Amount budgeted for this item in Account No: Funds for this expenditure will be available in the 2024-2025 Proposed Charter Elementary School Budget in the following accounts:
|
School Site |
Account Description |
Account coding |
Amount |
|
East Elementary |
Textbooks (K-3) |
170-569-5051-552013-5101-520-0000-00550 |
24,955.33 |
|
East Elementary |
Textbooks (4-5) |
170-569-5051-552013-5102-520-0000-00550 |
1,922.18 |
|
East Elementary |
Non-capital Software |
170-569-5051-552652-5101-369-0000-00550 |
10,251.00 |
|
East Elementary |
Non-capital Software |
170-569-5051-552652-5102-369-0000-00550 |
5,049.00 |
|
East Elementary |
Professional Svc - Tech Svc |
170-569-5051-531310-6400-310-0000-00550 |
9,000.00 |
|
West Elementary |
Textbooks (K-3) |
170-569-5051-552013-5101-520-0000-00551 |
18,767.05 |
|
West Elementary |
Textbooks (4-5) |
170-569-5051-552013-5102-520-0000-00551 |
1,927.37 |
|
West Elementary |
Non-capital Software |
170-569-5051-552652-5101-369-0000-00551 |
9,145.50 |
|
West Elementary |
Non-capital Software |
170-569-5051-552652-5102-369-0000-00551 |
4,504.50 |
|
West Elementary |
Professional Svc - Tech Svc |
170-569-5051-531310-6400-310-0000-00551 |
6,000.00 |
|
Total |
|
|
91,521.93 |
c) Source of funding for difference, if not fully budgeted: Not applicable
d) 5 year projection of the operational cost of the project: Not applicable
|
|
FY 2024-2025 |
Year 2 |
Year 3 |
Year 4 |
Year 5 |
|
Revenues |
|
|
|
|
|
|
Expenditures |
$91,521.93 |
|
|
|
|
|
Net Cost |
$91,521.93 |
|
|
|
|
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.