Title
MOTION TO APPROVE THE PURCHASE OF TEXTBOOKS FOR THE 2022-2023 SCHOOL YEAR FROM THE FLORIDA SCHOOL BOOK DEPOSITORY IN AN AMOUNT NOT TO EXCEED $2,023,224 FOR ALL SEVEN CITY OF PEMBROKE PINES CHARTER SCHOOLS, PURSUANT TO SECTION 35.18(C)(7)(J) OF THE CITY'S PROCUREMENT CODE.
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. Textbook purchases are determined by the adoption of State approved instructional materials for specific classes.
2. The Department of Education requires that all instructional materials purchases from the "State-Adopted Instructional Materials Catalog" must be ordered from the Florida School Book Depository (Exhibit 1. FDOE Instructional Materials Information).
3. Recommend City Commission approve the purchase of textbooks for the 2022-2023 school year from the Florida School Book Depository in an amount not to exceed $2,023,224 for all seven City of Pembroke Pines Charter Schools, pursuant to Section 35.18(C)(7)(j) of the City's Procurement Code.
Financial Impact
FINANCIAL IMPACT DETAIL:
Reviewed by Commission Auditor.
a) Initial Cost: $2,023,224
b) Amount budgeted for this item in Account No: $2,023,224 within the 2022-2023 Charter School Proposed Budget. All funds are coded to school object code 552013- Textbooks. The breakdown budgeted at each school site is listed below:
Textbooks Budgeted per School Site
|
School site |
Amount |
|
East Elementary |
$ 250,136 |
|
West Elementary |
$ 208,573 |
|
Central Elementary |
$ 199,978 |
|
West Middle |
$ 262,836 |
|
Central Middle |
$ 241,170 |
|
Academic Village |
$ 602,640 |
|
FSU Elementary |
$ 257,891 |
|
Total |
$ 2,023,224 |
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: 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