Title
MOTION TO APPROVE THE ONE YEAR RENEWAL WITH VENDOR, RENAISSANCE LEARNING, INC., FOR THE USE OF THEIR SOFTWARE LICENSES AND PROFESSIONAL DEVELOPMENT SERVICES TO HELP IMPROVE STUDENTS' MATH AND READING LEVELS AT THE PEMBROKE PINES CHARTER SCHOOLS FOR A TOTAL AMOUNT NOT TO EXCEED $62,746.44 PURSUANT TO SECTIONS 35.18(C)(7)(A) AND 35.18(C)(7)(I) 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)(7) states that "The following contractual services are not subject to the competitive procurement requirement:"
- Section 35.18(C)(7)(a) states that "Academic program reviews, lectures or seminars by individuals, professional development programs, training, and continuing education seminars;"
- 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 35.21(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 City of Pembroke Pines Charter Schools utilizes the Renaissance Learning software to improve student math and reading levels throughout the Elementary and Middle Schools.
2. The software was originally purchased in 2008. The City of Pembroke Pines Charter Schools obtained the vendor by soliciting quotes from vendors that could supply the schools with a software program that would assess and monitor student reading progress. Two vendors, Renaissance Learning, Inc. and Scholastic Reading Inventory, provided information and presentations for their software. The school administration determined that Renaissance Learning, Inc. provided software that was better aligned with the State's curriculum standards, provided a higher reading level, and had a larger library of available books than its competitor. Overall, Renaissance was a better fit for the schools providing the teachers with an optimal educational tool.
3. Renaissance Learning, Inc. provides the schools with access to their software via licenses. These licenses are renewed annually. The original purchase for this software was $22,712.94, for the 2008-2009 school year. The amounts have gradually increased each year with the addition of grade level and product offerings and having additional schools utilize the software. The cost of the software for the 2020-2021 school year is $56,746.44, and there is an additional cost of $6,000 for staff professional development, bringing the total cost to $62,746.44 (See Exhibit 1. 2020-21 Renaissance Quote). Attached is a spreadsheet provided by the schools outlining the price increases each year and the reasons behind the price increases (Exhibit 2. 2020-21 Renaissance Learning Data).
4. The original cost to purchase this software was under $25,000. Therefore the schools were not required to go out to bid as per the City's Purchasing Policy. As a result of the fluctuating number of student enrollment and the purchase of additional programs, such as the math software, the price has increased and now requires Commission approval. Although other companies may offer similar products, this software is most compatible with the school's current curriculum. Students have been using it for eleven years and the school administration has determined that it is the most responsible option to renew the existing software contract for an additional one year.
5. Request Commission to approve the one year renewal with the vendor, Renaissance Learning, Inc., for the use of their software licenses and professional development services to help improve students' math and reading levels at the Pembroke Pines Charter Schools, for a total amount not to exceed $62,746.44, pursuant to Sections 38.18(C)(7)(a) and 38.18(C)(7)(i) of the City's Code of Ordinances.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: $62,746.44
b) Amount budgeted for this item in Account No: The funding for this expenditure is budgeted in the FY2020-21 Proposed Charter School budget within the following accounts:
|
Software &/or Licenses |
|
|
|
School Site |
Account Coding |
Amount |
|
East Elementary (K-3) |
170-569-5051-550-52652-5101-369 |
$ 5,951 |
|
East Elementary (4-5) |
170-569-5051-550-52652-5102-369 |
$ 2,931 |
|
West Elementary (K-3) |
170-569-5051-551-52652-5101-369 |
$ 5,367 |
|
West Elementary (4-5) |
170-569-5051-551-52652-5102-369 |
$ 2,643 |
|
Central Elementary (K-3) |
170-569-5051-552-52652-5101-369 |
$ 4,983 |
|
Central Elementary (4-5) |
170-569-5051-552-52652-5102-369 |
$ 2,455 |
|
West Middle |
171-569-5052-553-52652-5102-369 |
$ 8,475 |
|
Central Middle |
171-569-5052-554-52652-5102-369 |
$ 8,413 |
|
FSU Elementary (K-3) |
173-569-5061-52652-5101-369 |
$ 10,405 |
|
FSU Elementary (4-5) |
173-569-5061-52652-5102-369 |
$ 5,125 |
|
|
Total |
$ 56,748 |
|
|
|
|
|
|
|
|
|
Professional & Tech Services |
|
|
|
School Site |
Account Coding |
Amount |
|
East Elementary |
170-569-5051-550-31310-6400-310 |
$ 1,068 |
|
West Elementary |
170-569-5051-551-31310-6400-310 |
$ 915 |
|
Central Elementary |
170-569-5051-552-31310-6400-310 |
$ 915 |
|
West Middle |
171-569-5052-553-31310-6400-310 |
$ 999 |
|
Central Middle |
171-569-5052-554-31310-6400-310 |
$ 1,037 |
|
FSU Elementary |
173-569-5061-31310-6400-310 |
$ 1,066 |
|
|
Total |
$ 6,000 |
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
e) Detail of additional staff requirements: Not Applicable