Title
MOTION TO APPROVE A CHANGE ORDER FOR THE PAYMENT OF ACCESS TO THE STUDY ISLAND MASTERY PROGRAM TO EDMENTUM, INC, IN AN AMOUNT NOT TO EXCEED $10,541.40, AND TO APPROVE THE OVERALL FY 2020-2021 PURCHASE FROM EDMENTUM, INC. FOR THE ACCESS TO THE STUDY ISLAND MASTERY PROGRAM AND EDMENTUM COURSEWARE PRODUCTS THROUGH SOFTWARE LICENSES IN THE AMOUNT NOT TO EXCEED $42,793.60, PURSUANT TO SECTIONS 35.18(C)(7)(H) 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)(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 35.21 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’s 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. Edmentum, Inc., is an education services company that provides online, mobile, and software-based learning products. The company's learning system is an interactive instructional and testing system that provides teachers with curriculum and instructional management and assessment tools. It offers courseware tutorials in core subjects like reading and writing, mathematics, science, social studies, and job skills training, as well as consulting, curriculum planning, and other services.
2. Edmentum, Inc. offers Edmentum courseware, an online curriculum of virtual courses that includes a range of core subjects, electives, global languages and honor classes. Additionally, the Study Island mastery program, another Edmentum product, combines rigorous content that is highly customized to specific state standards in math, reading, writing, science, and social studies with interactive features and games that engage, reinforce and reward student learning achievement, while providing teachers with tools to assess, remediate and enrich student achievement.
3. The Pembroke Pines Academic Village Charter School (AVCS) has purchased and utilized Edmentum courseware and the Study Island mastery program since school year 2013-14, and every school year thereafter. The Pembroke Pines Charter West and Central Middle Schools (PPCMS) began utilizing the Study Island mastery program for Social Studies and Sciences beginning school year 2015-16 and every school year thereafter (See Exhibit 1. Edmentum Historical Cost Data).
4. The AVCS and PPCMS entered agreements to purchase access to Edmentum Courseware and the Study Island program with services commencing in February 2020 and March 2020 (See Exhibit 2. Edmentum Learning Program Agreements). The cost breakdown to access the programs is listed below:
|
Academic Village Charter School |
$ 23,666.00 |
|
West Middle Charter School |
$ 4,145.15 |
|
Central Middle Charter School |
$ 4,441.05 |
|
Total |
$ 32,252.20 |
5. The PPCMS would like to amend their current agreement to add access to the Study Island program for core subjects Math and English Language Arts (ELA). The cost to add these additional software licenses is $5,239.80 for the West Middle Charter School and $5,301.60 for the Central Middle Charter School, a sum total of $10,541.40 and a 122.77% change increase from the initial middle school purchase of $8,586.20 (See Exhibit 3. Edmentum Addendum to PPCMS Agreement).
6. With the addition of Study Island Math and ELA licenses for the PPCMS, the overall purchase cost for Edmentum courseware and Study Island products for both the PPCMS and AVCS is $42,793.60.
7. Request City Commission to approve a change order for the payment to Edmentum, Inc. to access the Study Island Mastery program in an amount not to exceed $10,541.40, and to approve the overall FY 2020-2021 purchase from Edmentum Inc. to access the Study Island mastery program and Edmentum courseware products through software licenses in the amount not to exceed $42,793.60, pursuant to sections 35.18(C)(7)(h) and 35.18(C)(7)(i) of the city’s code of ordinances.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: The annual purchase cost of Edmentum is $42,793.60; Only $10,541.40 needs to be funded from the FY2020-2021 school year from the PPCMS budget.
b) Amount budgeted for this item in Account No: Funds are budgeted within the following accounts:
|
West Middle |
171-569-5052-553-52652-5102-369 |
$ 5,239.80 |
|
Central Middle |
171-569-5052-554-52652-5102-369 |
$ 5,301.60 |
|
|
Total |
$ 10,541.40 |
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.