Agenda Item
i. ITB 22-80 District-Wide Furniture, Fixtures & Equipment (FF&E) Contract Award Ernie Morris Enterprises, Lakeshore Learning Materials LLC., and School Specialty LLC., Contract Extension Ratification and Approval, Year 3 of 4 (Not to exceed $4,000,000)
Summary: Presented by: Mr. Erick Hofstetter, Chief Operating Officer, Division of Operations
Request: It is requested that the Board of Education approve the extension of contract 22-80 for District-Wide Furniture, Fixtures & Equipment (FF&E) district Contract Award for Ernie Morris Enterprises, Lakeshore Learning Materials LLC., and School Specialty LLC., for a term through March 14, 2024 to March 13, 2025, not to exceed the amount of $4,000,000.
Why: To provide the DeKalb County School District with a pool of qualified FF&E vendors to purchase select furniture and equipment supporting all schools and facilities within the district. DCSD furniture purchases will fall into one of three categories: line-item purchases and catalog discounts.
Details: Furniture vendors provide furniture as needed for various schools, facilities, and summer portable projects. District staff anticipates these expenditures not to exceed $4,000,000. A district-wide furniture, fixtures, and equipment bid was formally solicited to provide the best possible price for these services over a year from multiple vendors.
An Invitation to Bid (ITB) was issued on December 2, 2021; a pre-proposal conference was held on December 14, 2022. Electronic notifications were sent to 68 vendors from the DCSD Vendor Bid List, 616 through the State of GA: procurement Registry, and 115 through IonWave. The District Purchasing Department reviewed five (5) bids, and five (5) were deemed responsive and responsible to the solicitation requirements. See attached Sourcing Efforts Memorandum).
This recommendation is the (3) extension of four (4) and runs from March 14, 2024 to March 14, 2025.
Board Policy DJE requires the Board of Education to approve the purchases or contracts if the total estimated cost of the goods and services to the school system exceeds $100,000.
Financial impact: The Operations Division is anticipating that the cost for these services will not exceed $4,0000,000 this fiscal year and will be allocated from the General Fund Code: 100.2600.561500.00011.7620.9990.8010.040.0000.
Contact: Mr. Erick Hofstetter, Chief Operating Officer, Division of Operations, 678-676-1475
Keith Singleton, Director of Business Services, Division of Operations, 678-676-1422
Effective: Upon Board Approval
Status: Approved by General Counsel