Title
MOTION TO APPROVE THE SOLE SOURCE VENDOR, SISCO IDENTIFICATION SYSTEMS CORPORATION, FOR THE PURCHASE OF FAST-PASS VISITOR MANAGEMENT SYSTEM, FOR THE CITY OF PEMBROKE PINES CHARTER SCHOOLS IN THE AMOUNT OF $46,675.14 FOR THE 2016-2017 SCHOOL YEAR.
Summary Explanation and Background
SUMMARY EXPLANATION AND BACKGROUND:
1. On August 17th, 2016, Commission approved the City of Pembroke Pines Charter School to apply for the 2016-17 Students Attired for Education (SAFE) Incentive Fund. The SAFE Incentive Fund is in alignment with the 2016 SAFE ACT, which provides funding for school districts and charter schools that establish and implement a standard student attire policy which promotes safe and supportive learning environments and improve school safety and discipline (see Exhibit 1- SAFE ACT Initiative Fund ARF).
2. The City of Pembroke Pines Charter Schools submitted to the Florida Department of Education (FLDOE) the required 2016-17 SAFE Incentive Fund Grant Applications and it was determined that the City of Pembroke Pines met the eligibility criteria to receive the 2016-17 SAFE Initiative Fund (see Exhibit 2 - FLDOE 2016-17 Student Attire Allocation for Participating Schools). The revenue allocation that each location will receive is as follows:
|
Location MSID |
School Location |
2016-17 SAFE Incentive Allocation |
|
5051 |
Elementary Schools |
$19,215 |
|
5081 |
Middle Schools |
$13,046 |
|
5121 |
Academic Village |
$ 3,054 |
|
0351 |
FSU Elementary |
$ 6,757 |
|
|
Total Allocation |
$42,072 |
3. Charter schools are encouraged to use the SAFE Incentive program funds to improve school safety. The FLDOE requires that the 2016-17 Safe Incentive Fund Allocation be utilized by June 30, 2017. The Charter Schools have requested to purchase a visitor security clearance system, which has been deemed as an allowable expenditure under the SAFE allocation by FLDOE.
4. In an effort to improve safety upon school grounds, the PPCS School Administration, with the assistance of their School Resource Officers and local police, evaluated two Visitor Security Clearance Systems, SISCO FAST-PASS and V-SOFT Raptorware, seeking a system that would accurately identify and log volunteers, employees and general visitors to the charter schools. As a result of the evaluation, the SISCO FAST-PASS System was determined to offer the best solution for the charter schools, as the FAST-PASS system solely offered safety features that V-SOFT Raptorware did not (see Exhibit 3- School Administration Evaluation Findings).
5. Furthermore, the FAST-PASS Visitor Security Clearance System is currently being utilized by the School Board of Broward County.
6. As per Section 38.18 (C) (3) of our Procurement Code: City standard, single-source and sole-source commodities or services are exempt from the Competitive Bidding process. Attached is a sole-source letter from vendor SISCO Identification Systems Corporation as the sole creator and provider of FAST-PASS Visitor Management System (see Exhibit 4- SISCO FAST-PASS Sole Source Letter).
7. The cost of the FAST-PASS system per school location is as follows (see Exhibit 5- FAST-PASS Quotes).
|
Location MSID |
School Location |
Fast Pass Quote |
|
5051 |
Elementary Schools |
$20,090.94 |
|
5081 |
Middle Schools |
$13,292.10 |
|
5121 |
Academic Village |
$ 5,331.84 |
|
0351 |
FSU Elementary |
$ 7,960.26 |
|
|
Total Allocation |
$46,675.14 |
8. Request Commission to approve the sole source vendor, SISCO Identification Systems Corporation, for the purchase of the FAST-PASS Visitor Management System, for the City of Pembroke Pines Charter Schools in the amount of $46,675.14 for the 2016-17 school year.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: $46,675.14
b) Amount budgeted for this item in Account No: There is no amount budgeted for this purchase. The 2016-17 SAFE Incentive Fund revenue allocation of $42,072 will be applied to the purchase cost.
c) Source of funding for difference, if not fully budgeted: Upon commission approval, a budget adjustment will be processed to allocate funds from the SAFE incentive fund and to also move funds into the following Capitalized software accounts to cover the unfunded portion of this expenditure:
From: Insurance & Bond Premium Expenditure Accounts
170-569-5051-550-45320-7900-320 $291.98
170-569-5051-551-45320-7900-320 $291.98
170-569-5051-552-45320-7900-320 $291.98
171-569-5052-553-45320-7900-320 $123.05
171-569-5052-554-45320-7900-320 $123.05
172-569-5053-45320-7900-320 $2,277.84
173-569-5061-45320-7900-320 $1,203.26
To: Capitalized Software Expenditure Accounts
170-569-5051-550-64691-7300-691 $291.98
170-569-5051-551-64691-7300-691 $291.98
170-569-5051-552-64691-7300-691 $291.98
171-569-5052-553-64691-7300-691 $123.05
171-569-5052-554-64991-7300-691 $123.05
172-569-5053-64991-7300-691 $2,277.84
173-569-5061-64991-7300-691 $1,203.26
d) 5 year projection of the operational cost of the project :Not Applicable
e) Detail of additional staff requirements: Not Applicable