DEPARTMENT: Pre-K 4 SA
DEPARTMENT HEAD: Kathy Bruck, CEO
SUBJECT:
Contract Renewal Letters
SUMMARY:
Staff briefing and possible Board approval for Pre-K 4 SA to send one-year renewal letters for expiring contracts awarded to the following vendors: Star Shuttle, Inc.; Frog Street Press, Inc.; Teaching Strategies, LLP; Ability Homecare, Inc.; and Assessment, Intervention & Management and to send a renewal letter to Selrico Services, Inc. with the intent to revise the current contract pricing [Kathy Bruck, Pre-K 4 SA CEO]
BACKGROUND INFORMATION:
During the 2013 and 2014 fiscal years, the Pre-K 4 SA Board approved various contracts exceeding $50,000. Pre-K 4 SA staff facilitated and executed contracts not exceeding a total of $50,000. Several Pre-K 4 SA contracts covering a variety of services will expire on or before June 30, 2015 and require that the Corporation send renewal letters for these services 6 months prior to the expiration dates. The details for these contracts are listed below.
During the June 4, 2013 Board meeting, the Pre-K 4 SA Board approved a contract for Star Shuttle, Inc. to provide transportation services for the program. The contract was set to an amount not to exceed $2,086,207.00 for a term lasting through May 31, 2015 with an option for three additional one-year renewal periods.
On May 21, 2013, the Board approved to enter into contracts for recommended curriculum with Frog Street Press, Inc. and support curriculum with Teaching Strategies, LLP. The original contract with Frog Street Press was approved with a contract value of approximately $540,000 for two years, with three one-year renewal options. The total contract value amounted to $350,000. The contract with Teaching Strategies remained below the $50,000 threshold for the 2013-2014 school year. In July 2014, Pre-K 4 SA entered into a revised contract with Teaching Strategies to obtain necessary supplies for the East and West Education Centers and additional classrooms at is set to expire on June 30, 2015 with the option to renew for four additional one-year terms.
During the 2014 fiscal year, Pre-K 4 SA entered into contracts with Ability Homecare, Inc. and Assessment, Intervention & Management for speech therapy services. The current contract with Ability Homecare is for an amount not to exceed $50,000 and is set to expire on May 31, 2015 with the option to renew for three additional one-year terms. The contract with Assessment, Intervention & Management was originally drafted with an amount not to exceed $25,000 and an expiration date of May 31, 2015 with the option to renew for three additional one-year terms. Pre-K 4 SA issued a contract amendment to increase the maximum dollar value of the contract to reflect $49,999.
During the December 2014 Board meeting, the Board approved to renew the contract with Selrico Services, Inc. to provide meal services for the four Education Centers. The current renewal is scheduled to expire on June 6, 2015.
ISSUE:
This item will include a staff briefing and possible Board action to approve for Pre-K 4 SA staff to send renewal letters for the existing contracts with Star Shuttle, Inc.; Frog Street Press, Inc.; Teaching Strategies, LLP; Ability Homecare, Inc.; and Assessment, Intervention & Management. Following the issuance of renewal letters, Pre-K 4 SA staff will coordinate with the aforementioned contractors to revise the current contracts as necessary to best meet the needs of the Corporation. This item is also requesting possible Board action to authorize Pre-K 4 SA staff to renew and revise the current contract with Selrico Services, Inc. for the program's meal services. Contract revisions will include a fixed pricing schedule for years two through five of the contract and will allow that Pre-K 4 SA renew the agreement through the full five-year term.
ALTERNATIVES:
If the Board does not approve for Pre-K 4 SA to send renewal letters for these contracts prior to the six month period before the expiration dates of the individual contracts, the contract language states that it is at the discretion of the contracting entities to approve whether or not they will move forward with the said contract should Pre-K 4 SA wish to do so.
FISCAL IMPACT:
Funds for these contracts are budgeted and available in the FY 2015 Pre-K 4 SA Operating Fund as approved by the Corporation's Board of Directors.
RECOMMENDATION:
Staff recommends the Board approve for Pre-K 4 SA staff to send one-year renewal letters for expiring contracts awarded to the following vendors: Star Shuttle, Inc.; Frog Street Press, Inc.; Teaching Strategies, LLP; Ability Homecare, Inc.; and Assessment, Intervention & Management; and to renew and revise the current agreement with Selrico Services, Inc.