DEPARTMENT: Pre-K 4 SA
DEPARTMENT HEAD: Sarah Baray, Ph.D.
COUNCIL DISTRICTS IMPACTED: Citywide
SUBJECT:
Classroom Supplies Purchases for Pre-K 4 SA Education Centers and 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 Pre-K 4 SA Education Centers and Competitive Grants Program awardees from Lakeshore Equipment Company DBA Lakeshore Learning Materials in an amount not to exceed $400,000 and Kaplan Early Learning Company in an amount not to exceed $150,000. In addition, Pre-K 4 SA staff requests to utilize both the General Services Administration (GSA) cooperative and BuyBoard Purchasing Cooperative with Hatch, Inc. to purchase classroom technology equipment, software and software maintenance in an amount not to exceed $185,000.
BACKGROUND INFORMATION:
During the 2017-2018 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 and to replenish classroom supplies, educational toys and equipment throughout the school year. Pre-K 4 SA will continue to add and replace classroom supplies and equipment for classrooms in the four Education Centers. As part of the Pre-K Competitive Grants program, Pre-K 4 SA will continue to purchase classroom supplies and equipment for up to 14 childcare entities to provide an enhanced learning environment and replace outdated supplies, toys and equipment for each awarded classroom. Each childcare center will exercise their renewal option and the grant agreement and will continue until June 30, 2018.
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 agreement and continue purchasing future classroom supplies and equipment with Lakeshore Learning Materials and Kaplan Early Learning Company. Items purchased through this cooperative are in compliance with an Interlocal Agreement with the Texas Local Government Purchasing Cooperative, approved by ordinance 97097, dated 1/30/2003.
In addition, Pre-K 4 SA requests authorization to purchase various items for the Pre-K 4 SA Education Centers and Competitive Grants program from Hatch, Inc. These items include classroom technology, supplies and equipment, software and software maintenance. Hatch, Inc. participates in both the Buyboard Purchasing Cooperative and the General Services Administration (GSA) cooperative. Hatch, Inc. was awarded the current cooperative agreement 487-15 Instructional Materials, Classroom/Teaching Supplies & Equipment. The contract was awarded on November 1, 2015 and expires October 31, 2018. The GSA cooperative contract GS-35F-0496J expires June 3, 2019. Items purchased through the General Services Administration (GSA) cooperative are in compliance with the provisions of Texas Local Government Code 271.103.
This contract is within the scope of the SBEDA Program. However, due to lack of available firms and/or subcontracting opportunities, the Goal Setting Committee was unable to apply a SBEDA tool to this contract.
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 Education Centers and the Competitive Grant awardees with Lakeshore Equipment Company DBA Lakeshore Learning Materials in a total amount not to exceed $400,000 and with Kaplan Early Learning Company in a total amount not to exceed $150,000. In addition, Pre-K 4 SA staff requests to utilize both the General Services Administration (GSA) cooperative and BuyBoard Purchasing Cooperative with Hatch, Inc. to purchase classroom technology equipment, software and software maintenance in an amount not to exceed $185,000.
ALTERNATIVES:
If the Board does not approve for Pre-K 4 SA staff to utilize the respective cooperative agreements with Lakeshore Learning Materials, Kaplan Early Learning Company and Hatch, Inc., the Corporation could lose the pricing advantage afforded through a previous competitvely bid cooperative agreement.
FISCAL IMPACT:
Funds for these purchases are budgeted and available in the Pre-K 4 SA Operating Fund.
RECOMMENDATION:
Staff recommends the Board approve Pre-K 4 SA staff to utilize the BuyBoard Purchasing Cooperative to purchase classroom supplies and equipment for Pre-K 4 SA Education Centers and the Competitive Grant awardees with Lakeshore Equipment Company DBA Lakeshore Learning Materials in a total amount not to exceed $400,000 and with Kaplan Early Learning Company in a total amount not to exceed $150,000. In addition, Pre-K 4 SA staff requests to utilize both the General Services Administration (GSA) cooperative and BuyBoard Purchasing Cooperative with Hatch, Inc. to purchase classroom technology equipment, software and software maintenance in an amount not to exceed $185,000.