Title
MOTION TO APPROVE THE PURCHASE OF TESTING MATERIAL FOR THE CAMBRIDGE PROGRAM AT THE CITY OF PEMBROKE PINES CHARTER SCHOOLS FROM THE UNIVERSITY OF CAMBRIDGE FOR THE ESTIMATED AMOUNT NOT TO EXCEED $262,762.25 FOR THE 2022-2023 SCHOOL YEAR PURSUANT TO SECTIONS 35.18 (C)(7)(A) AND 35.18 (C)(7)(J) 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 titled "COMPETITIVE BIDDING OR COMPETITIVE PROPOSALS REQUIRED; EXCEPTIONS."
- Section 35.18(C) states, "Only the following situations are exempt from the competitive bid and competitive proposal requirements of this section:"
- Section 35.18(C)(7) states, "The following contractual services are not subject to the competitive procurement requirement:"
- Section 35.18(C)(7)(a) states, "Academic program reviews, lectures or seminars by individuals, professional development programs, training, and continuing education seminars;"
- Section 35.18(C)(7)(j) states, "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. The Pembroke Pines Charter Schools implemented the Cambridge Program at the Academic Village Charter School (AVCS) beginning in the 2014-2015 school year to provide students with additional opportunities to pursue an advanced curriculum and earn college credits.
2. Part of the program requires testing at the end of the year to monitor mastery, to confer college credit, and grant the Cambridge Diploma to qualifying students.
3. The AVCS must pay for the testing materials, the issuance of Cambridge Diplomas, post-result services and reports, and administration fees based on pricing established annually by the University of Cambridge (See Exhibit 1. Cambridge 2022-23 Fees List).
4. The AVCS will administer three levels of exams in the 2022-23 school year: AS Advanced Level, AS Global Perspectives A2 Level, and AS Global Perspectives AS Level. The AVCS also anticipate the issuance of Cambridge AICE diplomas for eligible students in the program. The total projected cost for the 2022-2023 school year is as follows:
|
Exam Level |
2022-23 Projected Exams Count |
2022-23 Exam Fee |
Cost per level |
|
AS Advanced Level |
1,750 |
$ 110.10 |
$ 192,675.00 |
|
AS Global Perspectives A2 Level |
30 |
$ 149.45 |
$ 4,483.50 |
|
AS Global Perspectives AS Level |
175 |
$ 193.05 |
$ 33,783.75 |
|
Cambridge AICE Diplomas |
175 |
$ 126.80 |
$ 22,190.00 |
|
|
Total 2022-2023 Projected Cost |
|
$ 253,132.25 |
5. Additionally, the Central and West Charter Middle Schools participate in the Cambridge Primary Program. The Cambridge Primary program develops skills in ten subjects including English, Mathematics and Science. The program is designed to help schools deliver a broad and balanced curriculum and build a solid foundation for middle school students that enter the Cambridge program at the AVCS. The 2022-2023 Cambridge Primary Program Fee is $4,815.00 per middle school site for a total cost of $9,630.00.
6. Additional revenue for the Cambridge Program (equal to or greater than the cost) is provided on an annual basis thru the Florida Education Finance Program (FEFP) - Florida Statute 1011.62.
7. Pursuant to Section 35.18 (C)(7)(a) of the City's procurement code, "Academic program reviews, lectures, or seminars by individuals, professional development programs, training, and continuing education seminars" are not subject to the competitive procurement requirement.
8. Pursuant to Section 35.18 (C)(7)(j) of the City's procurement code, "Educational books, technical publications, or any other type trade journals" are not subject to the competitive procurement requirement.
9. Request Commission to approve the purchase of testing material for the Cambridge Program at the Academic Village Charter School from the University of Cambridge for the estimated amount not to exceed $262,762.25 for the 2022-2023 school year pursuant to Sections 35.18 (C)(7)(a) and 35.18 (C)(7)(j) of the City's procurement code.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: $262,762.25
b) Amount budgeted for this item in Account No: Funds for these expenditures are budgeted for within the Academic Village and Middle School Charter Schools' Proposed 2022-2023 Budget within the following accounts:
|
School Site |
Account Description |
Account Coding |
Amount |
|
West Middle |
Memberships, Dues, Fees |
171-569-5052-554100-7300-733-0000-00553 |
$ 4,815.00 |
|
Central Middle |
Memberships, Dues, Fees |
171-569-5052-554100-7300-733-0000-00554 |
$ 4,815.00 |
|
Academic Village |
Testing Materials |
172-569-5053-552182-5103-513-0000- |
$ 253,132.25 |
|
|
|
Total |
$ 262,762.25 |
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
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