DEPARTMENT: Pre-K 4 SA
DEPARTMENT HEAD: Sarah Baray, Ph.D.
COUNCIL DISTRICTS IMPACTED: Citywide
SUBJECT:
Purchases of playground equipment, classroom furniture and clinic supplies 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 playground equipment from Grounds for Play in an amount not to exceed $80,000 through September 30, 2019; classroom furniture and playground equipment from Community Products LLC dba Community Playthings in an amount not to exceed $80,000 through March 31, 2019 and clinic supplies from School Health Corporation in an amount not to exceed $30,000 through May 31, 2020 for the Pre-K 4 SA Education Centers and Competitive Grants Program awardees.
BACKGROUND INFORMATION:
The Pre-K 4 SA program will have an estimated 2,000 students enrolled each school year. Playground equiment, classroom furniture and clinic supplies are purchased through various vendors throughout the school years. Grounds for Play, Community Playthings and School Health Corporation are heaviliy utilized by all four Pre-K 4 SA Education Centers to purchase, replenish or replace equipment and supplies throughout the school year. Beginning July 1, 2018, the Pre-K Competitive Grants program will purchase playground and classroom supplies, equipment and furniture for up to eleven childcare entities to provide an enhanced learning environment and replace outdated playground equipment, supplies, toys and equipment for each awarded classroom.
Grounds for Play provides playground equipment that includes various types of play equipment: dramatic play, nature products, music play, creative arts, motion and sensory and outdoor classroom. Pre-K 4 SA has previously purchased various types of play equipment to enhance child development and education by engaging students in different play environments.
Pre-K 4 SA has previously purchased classroom furniture, to include student and teacher desks, cubbies, book shelves, tables and dramatic play furniture, from Community Products LLC dba Community Playthings since the inception of the program in 2013.
The four Education Centers utlize School Health Corporation to purchase clinic supplies such as various first aid type supplies and medical supplies.
Throughout the next two school years, Pre-K 4 SA will replace damaged or unusable playground and furniture items throughout the four Education Centers. In addition, as part of the Pre-K 4 SA Competitive Grants program, staff will purchase new playground equipment and classroom furniture for eleven childcare centers to provide an enhanced learning. New grant contracts for the Childcare Development Centers will begin July 1, 2018 with one, one year option to renew.
Grounds for Play, Community Products LLC dba Community Playthings and School Health Corporation 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. These companies were awarded the following cooperative agreements: 512-16 Parks and Recreation Equipment and Field Lighting Products and Installation was awarded to Grounds for Play and will expire September 30, 2018, with a one year option to renew. 503-16 Furniture - School, Office, Science, Library & Dormitory and 512-16 Parks and Recreation Equipment and Field Lighting Products and Installation was awarded to Community Products dba Community Playthings and will expire March 31, 2019 and September 30, 2018, with a one year option to renew, respectively. 530-17 First Aid, Emergency Medical and Athletic Trainer Supplies and Equipment was awarded to School Health Corporation and will expire May 31, 2018 with two, one-year options to to renew. Pre-K 4 SA requests to utilize the existing cooperative agreements and continue to purchase future playground equipment, classroom furniture and clinic supplies with Grounds for Play, Community Playthings and School Health Corporation. Items purchased through these cooperative agreements are in compliance with an Interlocal Agreement with the Texas Local Government Purchasing Cooperative, approved by ordinance 97097, dated 1/30/2003.
Due to the estimated amount with Grounds for Play over the next two school years, this item is subject to Small Business Development Advocacy (SBEDA) review.
Pre-K 4 SA coordinates with the City of San Antonio Economic Development Small Business Office (SBO) when considering small businesses for equipment and supply purchases and in meeting SBO contracting recommendations when applicable.
ISSUE:
Pre-K 4 SA staff requests Board consideration to authorize staff to utilize BuyBoard Purchasing Cooperative Agreements to purchase playground equipment from Grounds for Play in an amount not to exceed $80,000 through September 30, 2019; classroom furniture and playground equipment from Community Products LLC dba Community Playthings in an amount not to exceed $80,000 through March 31, 2019 and clinic supplies from School Health Corporation in an amount not to exceed $30,000 through May 31, 2020 for the Pre-K 4 SA Education Centers and Competitive Grants Program awardees.
ALTERNATIVES:
If the Board does not approve for Pre-K 4 SA staff to utilize the respective cooperative agreements with Grounds for Play, Community Products LLC dba Community Playthings and School Health Corporation, 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. Subsequent years funding is contingent on approval of the annual operating budget by the Board of Directors and City Council.
RECOMMENDATION:
Staff recommends the Board approve Pre-K 4 SA staff to utilize BuyBoard Purchasing Cooperative Agreements to purchase playground equipment from Grounds for Play in an amount not to exceed $80,000 through September 30, 2019; classroom furniture and playground equipment from Community Products LLC dba Community Playthings in an amount not to exceed $80,000 through March 31, 2019 and clinic supplies from School Health Corporation in an amount not to exceed $30,000 through May 31, 2020 for the Pre-K 4 SA Education Centers and Competitive Grants Program awardees.