Title
ADD-1: ADDENDUM ITEM: MOTION TO APPROVE A NEW AGREEMENT BETWEEN THE CITY OF PEMBROKE PINES CHARTER SCHOOLS AND SCHOOLMINT,INC., F/K/A FIREFLY DIGITAL INC., FOR A THREE YEAR PERIOD, IN THE AMOUNT OF $146,044.46 FOR THE USE OF THE SCHOOLMINT LOTTERY AND STUDENT ENROLLMENT SOLUTION, 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 Ordinance 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 that "Only the following situations are exempt from the competitive bid and competitive proposal requirements of this section:"
- Section 35.18(C)(7)(h) states, “Copyrighted materials, including computer software;”
- Section 35.18(C)(7)(i) states, “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. On April 21,2014, the City of Pembroke Pines and SchoolMint, Inc., F/K/A Firefly Digital Inc. (“Parties”), entered into a Lottery & Student Application Management Solution Agreement for an initial three (3) year period, commencing April 21, 2014, and naturally expiring April 20, 2017. The online application system allows families to register their students to be entered into the Pembroke Pines Charter Schools’ lottery system and re-enroll existing PPCS students. Following the lottery drawing, the student enrollment information is subsequently transferred into the school’s student information system (SIS).
2. Section III of the Original Agreement allowed for one (1) or more additional one (1) year renewal terms upon mutual consent, evidenced by a written amendment. The Original Agreement has been renewed five times, extending the term of the Original Agreement up to June 30, 2022.
3. The City’s Charter Schools has been satisfied with the performance and execution of SchoolMint,Inc. and would like for City Commission to approve a new agreement with SchoolMint, Inc. for a three (3) year period commencing on July 1, 2022 and expiring on June 30, 2025.
4. The new agreement includes the renewal of recurring services for the online application, registration, and lottery services. Added to the new agreement is a one-time customization cost of $50,000. This is needed to update and customize the existing software to continue to meet charter school lottery requirements.
5. Recommend City Commission approve the new agreement between the City of Pembroke Pines Charter Schools and SchoolMint,Inc.for a three-year period, in the amount of $146,044.46 for the use of the SchoolMint lottery and student enrollment solution, 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: $146,044.46 for a three-year period.
b) Amount budgeted for this item in Account No: The funding for the initial first-year payment is budgeted for in the FY2022-23 Proposed Charter School budget within the Other Svs-IT accounts:
|
Other Svs-IT Accounts |
|
School Site |
Account Coding |
Amount |
East Elementary |
170-569-5051-534995-7300-359-0000-00550 |
$ 9,334.82 |
West Elementary |
170-569-5051-534995-7300-359-0000-00551 |
$ 8,001.27 |
Central Elementary |
170-569-5051-534995-7300-359-0000-00552 |
$ 8,001.27 |
West Middle |
171-569-5052-534995-7300-359-0000-00553 |
$ 9,068.11 |
Central Middle |
171-569-5052-534995-7300-359-0000-00554 |
$ 8,734.72 |
Academic Village |
172-569-5053-534995-7300-359-0000- |
$ 28,004.45 |
FSU Elementary |
173-569-5061-534995-7300-359-0000- |
$ 9,321.48 |
|
Total |
$ 80,466.12 |
c) Source of funding for difference, if not fully budgeted: The remaining $65,578.33 will be budgeted for in subsequent school fiscal years 2024 and 2025.
d) 5 year projection of the operational cost of the project:This agreement is for a three year period; any services in future years would be contingent upon future renewals.
|
Year 1 (2023) |
Year 2 (2024) |
Year 3 (2025) |
Year 4 |
Year 5 |
Revenues |
|
|
|
|
|
Expenditures |
$80,466.12 |
$31,989.43 |
$33,588.90 |
|
|
Net Cost |
$80,466.12 |
$31,989.43 |
$33,588.90 |
|
|
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.