DEPARTMENT: Pre-K 4 SA
DEPARTMENT HEAD: Kathy Bruck, CEO
COUNCIL DISTRICTS IMPACTED: Citywide
SUBJECT:
Classroom Supplies Purchases for Pre-K 4 SA classrooms in the 2016-17 school year and Pre-K 4 SA Competitive Grant awardees
SUMMARY:
This item requests Board consideration of the request for Pre-K 4 SA staff to utilize the BuyBoard Purchasing Cooperative to purchase classroom supplies and equipment for the 2016-17 school year and Competitive Grant awardees from Lakeshore Equipment Company DBA Lakeshore Learning Materials in an amount not to exceed $395,000.00 and from Kaplan Early Learning Company in an amount not to exceed $146,000.00.
BACKGROUND INFORMATION:
During the 2016-17 school year, the Pre-K 4 SA program will have an estimated 2,000 students enrolled. Classroom supplies are purchased through various vendors throughout the school year. Lakeshore Equipment Company DBA Lakeshore Learning Materials and Kaplan Early Learning Company are heaviliy utilized by all four Pre-K 4 SA Education Centers to outfit new classrooms and to replenish classroom supplies, educational toys and equipment throughout the school year. Pre-K 4 SA will add eleven (11) new classrooms for the 2016-17 school year and replace supplies and equipment for existing classrooms in the four Education Centers. The estimated amount for the purchases for Pre-K 4 SA for the 2016-17 school year with Lakeshore Learning Materials is not to exceed $215,000.00 and with Kaplan Early Learning Company is not to exceed $119,000.00.
This year, as part of the Pre-K 4 SA Competitive Grants program, Pre-K 4 SA will also purchase classroom supplies and equipment for up to eleven (11) childcare entities to provide an enhanced learning environment and replace outdated supplies, toys and equipment for each awarded classroom. On November 6, 2015, Pre-K 4 SA released a Request for Proposal (RFP) to public/charter schools, private/parochial schools and childcare centers with an application deadline of December 18, 2015. Pre-K 4 SA staff convened three committees of specialists in each of the three applicant categories to review grants received to recommend programs for the Board of Directors approval in April 2016. Contracts for funds will begin for the 2016-17 school year. The estimated amount for purchases for the Competitive Grant awardees with Lakeshore Learning Materials is not to exceed $180,000.00 and with Kaplan Early Learning Company is not to exceed $27,000.00.
Lakeshore Learning Materials and Kaplan Early Learning Company are under the BuyBoard Purchasing Cooperative. BuyBoard is a purchasing cooperative that is administered through the Texas Association of School Boards (TASB) and utilizes competitively bid contracts awarded through BuyBoard in accordance with federal, state and local procurement rules and has been extended for use by other governmental entities. Cooperative purchases are a less time consuming method of procurement, since pricing and discounts have already been negotiated through the contracting entity. Both companies were awarded the current cooperative agreement utilized by the four Pre-K 4 SA Education Centers, 487-15 Instructional Materials, Classroom/Teaching Supplies & Equipment. This contract was awarded on November 1, 2015 and will expire October 31, 2018. Pre-K 4 SA requests to utilize the existing cooperative and continue purchasing future classroom supplies and equipment with Lakeshore Learning Materials and Kaplan Early Learning Company.
This item will be forwarded to the Economic Development Department (EDD) and is pending Small Business Economic Development Advocacy (SBEDA) review.
ISSUE:
Pre-K 4 SA staff requests Board consideration to authorize staff to utilize the BuyBoard Purchasing Cooperative to purchase classroom supplies and equipment for Pre-K 4 SA in the 2016-17 school year and for the Pre-K 4 SA Competitive Grant awardees with Lakeshore Equipment Company DBA Lakeshore Learning Materials in a total amount not to exceed $395,000.00 and with Kaplan Early Learning Company in a total amount not to exceed $146,000.00.
ALTERNATIVES:
If the Board does not approve for Pre-K 4 SA staff to utilize the BuyBoard Purchasing Cooperative with Lakeshore Learning Materials and Kaplan Early Learning Company, the Corporation could lose the pricing advantage afforded through a previous competitvely bid cooperative agreement.
FISCAL IMPACT:
Funds for classroom furniture purchases are budgeted and available in the Pre-K 4 SA Education Center Expansion Project as approved by the Pre-K 4 SA Board of Directors.
Funds for the Pre-K 4 SA Classroom Supplies and Competitive Grant purchases are included in the FY 2017 Proposed Budget contingent upon approval by the Board of Directors and City Council.
RECOMMENDATION:
Staff recommends the Board approve for Pre-K 4 SA staff to utilize the BuyBoard Purchasing Cooperative to purchase classroom supplies and equipment for Pre-K 4 SA classrooms in 2016-17 school year and for Pre-K 4 SA Competitive Grant awardees from Lakeshore Equipment Company DBA Lakeshore Learning Materials in an amount not to exceed $395,000.00 and with Kaplan Early Learning Company in an amount not to exceed $146,000.00.