FF&E renewal Board Agenda - REVISED

                       BOARD AGENDA ITEM
Meeting Date: January 13, 2025


Agenda Item Title: Contract Renewal and Contract Spend Limit
Increase-ITB 22-80 District Wide Furniture, Fixtures & Equipment (FF&E)
Ernie Morris Enterprises, Lakeshore Learning Materials LLC., and School
Specialty LLC. – Contract Renewal #3 of 4 and Spend Limit Increase - Not-
to- Exceed -$7,000,000.

Quick Summary Abstract:
Presented by: Mr. Erick Hofstetter, Chief Operating Officer, Operations Division

Requested Action:
It is requested that the DeKalb County Board of Education (“the Board”) approve
the following:

   •   The contract renewal for ITB 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, 2025, to March 13, 2026, not to exceed amount of
       $5,000,000.
          o This is the third of four (#3 of 4) contract renewals for ITB 22-
             80

   •   An increase in the spend limit of contract ITB 22-80 for District-Wide
       Furniture, Fixtures & Equipment (FF&E) Contract Award for Ernie Morris
       Enterprises, Lakeshore Learning Materials LLC., and School Specialty
       LLC., through March 13, 2025, not to exceed $2,000,000.

Rationale:
To continue addressing the critical needs of staff and students, by fulfilling orders for
current and backordered furniture. This will support the needs of staff and students,
with quality furniture from qualified FF&E vendors by purchasing select furniture and
equipment in support of all schools and facilities within the DeKalb County School
District (“DCSD”).

Approval of the contract renewal and contract spend limit increase meets
Strategic Goal Area: Organizational Excellence

Details:
The Warehouse Department of the Operations Division is requesting contract
renewal and an increased spend limit for ITB 22-80 for the District-Wide Furniture,
Fixtures & Equipment (FF&E) Contract. The contract renewal is the third of
four (#3 of 4) renewal options from March 14, 2025, through March 13,
2026.

The increased spend limit request is to address the $1.8 million in backordered
student furniture (104 schools) that must be fulfilled to support DCSD students.
Additionally, there is approximately $820,000 worth of backordered office furniture
                      BOARD AGENDA ITEM
pending (21 schools), which is necessary to support principals, administrative staff,
and various DCSD office spaces.


Summary:
These services will exceed the $100,000.00 threshold for goods and/or services,
therefore, requires board approval. This award will allow the DCSD to meet the
furniture needs of the schools and facilities within the district.

Financial Impact:
The financial impact of these services is a not to exceed amount of $5,0000,000
through March 2026 for the contract renewal and $2,000,000 for the
contract spend limit increase and will be allocated from the General Fund
Code: 100.2600.561500.00011.7620.9990.8010.040.0000

Contacts:
Mr. Erick Hofstetter, Chief Operating Officer; Division of Operations, 678.676.1447
Mr. Keith Singleton, Director; Business Services Department, Division of
Operations, 678.676.1422

Supporting Documents (list and attach to recommendation):
1. Chronology of the Agenda Item
2. Letters of Acceptance (Ernie Morris, School Specialty, and Lakeshore Learning)
3. Extension Pricing List for 2025 (Ernie Morris & School Specialty)
4. Certificate of Insurance (Ernie Morris, School Specialty, and Lakeshore Learning)
5. Board Approval Letter 2024

Goals:
Strategic Goal Area 6. Organizational Excellence


COGNIA STANDARDS:

Standard 4: Resources and Support Systems


Status:
Approved by the Office of Legal Affairs

Implementation Date:
Upon Board Approval