Agenda Item
Meeting Date: 9/18/2018 - 6:30 PM
Category: ITEMS OF BUSINESS
Type: Action
Subject: 7. Action on a Request to Waive Administrative Policy 3.09(9)(e) and Extend Two Blanket Contracts for Library Books and Library Materials
Strategic Plan Compatibility Statement:
Goal 3
Effective and Efficient Operations
Policy: Admin Policy 3.09 - Purchasing and Bidding Requirements
Attachments: Action on a Request to Waive Administrative Policy 3.09(9)(e) and Extend Two Blanket Contracts for Library Books and Library Materials: Proposed Extensions and Supporting Documents
File Attachment:
1. B0001153 Follett School Solutions, Inc., Original Contract.pdf
2. B0001153 Follett School Solutions, Inc., First Modification.pdf
3. B0001153 Follett School Solutions, Inc., First Extension & Modification.pdf
4. B0001153 Follett School Solutions, Inc., Second Extension & Modification.pdf
5. B0001153 Follett School Solutions, Inc., Third Extension & Modification.pdf
6. B0001152 Mackin Book Company Original Contract.pdf
7. B0001152 Mackin Book Company First Extension & Modification.pdf
8. B0001152 Mackin Book Company Second Extension & Modification.pdf
9. B0001152 Mackin Book Company Third Extension & Modification.pdf
Background: The Administration is requesting authorization to waive the three-year term limit of Administrative Policy 3.09(9)(e) and extend the blanket contracts with Follett School Solutions, Inc. (“Follett”) and Mackin Book Company d/b/a Mackin Educational Resources (“Mackin”) to supply library books and library materials throughout the District.

This extension will allow for the processing of a new RFP for these services to be completed and brought to the Board by December 2018, yet allow time for purchases to continue to fulfill Common School Fund purchases required to be ordered and received by November. The Common School Fund ordering timeline has been communicated to school leaders via the FY19 Financial Tools handout. Librarians also received the ordering timeline via the librarian's listserv. The deadlines were established due to the fact that the funds are distributed by the Department of Public Instruction and are to be used in the same fiscal year as they are received. Timelines for the Common School Fund have been in effect since the 2013-14 school year. A library vendor fair is scheduled for October 2, 2018. Vendors will showcase new books and resources for school libraries. School-based library personnel will place most of their Common School Fund library orders and receive support from Central Services staff throughout the course of the day.

These contractors were chosen pursuant to RFP 892. The original contracts provided for two one-year options to extend if certain performance metrics were met. Follett and Mackin both met the performance metrics codified in the contract, and both one-year options were previously exercised. This authorization will add an additional four months to each contract.

The contract extension will run from September 1, 2018 through December 31, 2018. Additional funds will be added to the contract with Follett, not to exceed $400,000 in the period of the extension. The contract with Mackin does not need additional funds and therefore there is no fiscal impact.
Fiscal Impact Statement: This item authorizes expenditures as indicated in the attachment.

Varies by location ordering goods = $400,000

Follett School Solutions, Inc.
HUB PARTICIPATION
Required ………………………………………5%
Proposed ………………………………………87.4%
$ Value ………………………………………$1,013,685
STUDENT ENGAGEMENT
Paid Student Employment Hour Commitment: 300 HOURS/12-mo contract
Student Career Awareness Commitment: 10 HOURS/12-mo contract

Mackin Book Company d/b/a Mackin Educational Resources
HUB PARTICIPATION
Required ………………………………………5%
Proposed ………………………………………20%
$ Value ………………………………………$134,390
STUDENT ENGAGEMENT
Paid Student Employment Hour Commitment: 300 HOURS/12-mo contract
Student Career Awareness Commitment: 10 HOURS/12-mo contract
Implementation and Assessment Plan Upon approval by the Board, the extensions will begin as indicated in the attachments.
Recommendation: The Administration recommends that the Board authorize the waiver of Administrative Policy 3.09(9)(e) and approve the contract extensions with Follett School Solutions, Inc., and Mackin Book Company as set forth in the attachments to this item.
Approvals:
Recommended By:
Signed By:
Leila Sadoughian - Procurement Coordinator
Signed By:
Adria D Maddaleni - Director
Signed By:
Regina Flores - Contract Compliance Supervisor II
Signed By:
Thomas Conjurski - Chief Financial Officer
Signed By:
Keith Posley, Ed.D. - Superintendent