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Meeting Date:
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1/24/2017 - 6:30 PM
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Category:
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ITEMS OF BUSINESS
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Type:
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Action
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Subject:
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6. Action on Request to Waive Administrative Policy 3.09(18) to Issue a Bid for School Safety Uniforms and Request to Waive Administrative Policy 3.09(9)(e) to Extend the Current Agreement for School Safety Uniforms
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Strategic Plan Compatibility Statement:
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Goal 3 Effective and Efficient Operations
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Attachments
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Request to Waive Administrative Policy 3.09(18) to Issue a Bid for School Safety Uniforms and on a Request to Waive Administrative Policy 3.09(9)(e) to Extend the Current Agreement for School Safety Uniforms: Supporting Documents
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File Attachment:
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Background:
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Request for Bid (RFB) 5747, soliciting vendors to provide uniforms for the Department of School Safety & Security, closed on November 22, 2016. In accordance with Administrative Policy 3.09(18), the RFB contained a requirement that each respondent provide signed affidavits which identify the hourly wage of persons working at the facilities in which each item of apparel is manufactured so that MPS can identify whether each item is being manufactured by a “responsible manufacturer”.
There was one respondent to RFB 5747. That respondent was unable to produce such affidavits for each item of apparel solicited and failed to meet that Minimum Bid Requirement. As such, there were no eligible respondents to the RFB. Policy 3.09(18)(G) provides that the requirements of the policy may be waived by the Director of Procurement & Risk Management when all bidders are deemed ineligible; however, the Department of Procurement & Risk Management solicited further information from apparel vendors to determine why the RFB did not generate more response.
In conversation with the current vendor providing school safety uniforms, Goldfish, Inc., d/b/a Goldfish Uniforms (Goldfish), it was determined that Goldfish had decided not to respond to RFB 5747 primarily because it was unable to fulfill the affidavit requirement. In its experience, the manufacturers that Goldfish has worked with to obtain apparel do not want to provide these affidavits because they consider it a disclosure of “proprietary information” to their competitors. When Goldfish was able to obtain affidavits, it was so time-consuming that it ultimately outweighed the benefit of the resulting contract. The sole respondent to RFB 5747, Lark Uniform Company, Inc., echoed those concerns raised by Goldfish.
It is anticipated that, if the requirements of Policy 3.09(18) are waived, the most competitive and cost-effective solution for the District can be reached through more respondents. The Administration requests that the Board authorize a waiver of the provisions of Policy 3.09(18) so that a RFB for school safety uniforms can be issued without those requirements.
The agreement for school safety uniforms, awarded to Goldfish as a result of B5699, ended its term on November 7, 2016. To account for the time it will take to reissue and award a new RFB, the Administration requests a waiver of the three-year term limit in Policy 3.09(9)(e) to extend that agreement for a term from January 27, 2016 through March 31, 2017. No additional funds are requested to be added to the already-authorized agreement amount for this term.
Given the anticipated future action on school uniforms, the Administration is in the process of evaluating proposed revisions to Policy 3.09(18). The Administration will return to the Board with those recommendations at a future date.
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Fiscal Impact Statement:
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This item does not authorize expenditures.
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Implementation and Assessment Plan
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Upon approval by the Board, the Bid for School Safety Uniforms will be reissued without the requirements of Policy 3.09(18) and the current agreement with Goldfish, Inc., d/b/a Goldfish Uniforms will be extended.
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Recommendation:
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The Administration recommends that the Board authorize the waivers and extensions as set forth in this item.
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Approvals:
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Recommended By:
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Signed By:
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Kristen DeCato - Director
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Signed By:
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Gerald Pace - CFO
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Signed By:
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Regina Flores - Contract Compliance Supervisor II
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Signed By:
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Dr. Darienne Driver - Superintendent
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