Title
MOTION TO APPROVE THE ONE YEAR RENEWAL WITH VENDOR RENAISSANCE LEARNING, INC., FOR THE USE OF THEIR SOFTWARE LICENSES TO HELP IMPROVE STUDENTS' MATH AND READING LEVELS AT THE PEMBROKE PINES CHARTER SCHOOLS FOR A TOTAL AMOUNT NOT TO EXCEED $62,947.46 PURSUANT TO SECTIONS 35.18(C)(7)(A), AND 35.18(C)(7)(I) OF THE CITY’S PROCUREMENT CODE.
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 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. The Renaissance Learning software program is used by the City of Pembroke Pines Charter Schools 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 including data integration for the 2022-2023 school year is $62,947.46 (See Exhibit 1. 2022-23 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. 2022-23 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. Staff recommends the approval of the renewal as Renaissance Learning is the sole source vendor for this software. 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 vendor Renaissance Learning, Inc., for the use of their software licenses to help improve students' math and reading levels at the Pembroke Pines Charter Schools, for a total amount not to exceed $62,947.46, 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: $62,947.46
b) Amount budgeted for this item in Account No: The funding for this expenditure is budgeted in the FY 2022-23 Proposed Charter School budget within the Non-capitalized Software accounts:
|
Non-capitalized Software Accounts |
|
|
|
School Site |
Account Coding |
Amount |
|
East Elementary (K-3) |
170-569-5051-552652-5101-369-0000-00550 |
$ 6,618.96 |
|
East Elementary (4-5) |
170-569-5051-552652-5102-369-0000-00550 |
$ 3,260.08 |
|
West Elementary (K-3) |
170-569-5051-552652-5101-369-0000-00551 |
$ 5,992.78 |
|
West Elementary (4-5) |
170-569-5051-552652-5102-369-0000-00551 |
$ 2,951.67 |
|
Central Elementary (K-3) |
170-569-5051-552652-5101-369-0000-00552 |
$ 5,939.28 |
|
Central Elementary (4-5) |
170-569-5051-552652-5102-369-0000-00552 |
$ 2,925.31 |
|
West Middle |
171-569-5052-552652-5102-369-0000-00553 |
$ 9,571.61 |
|
Central Middle |
171-569-5052-552652-5102-369-0000-00554 |
$ 8,864.59 |
|
FSU Elementary (K-3) |
173-569-5061-552652-5101-369-0000- |
$ 11,272.20 |
|
FSU Elementary (4-5) |
173-569-5061-552652-5102-369-0000- |
$ 5,550.98 |
|
|
Total |
$ 62,947.46 |
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