Agenda Item
i. 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)
Summary: Presented by: Mr. Erick Hofstetter, Chief Operating Officer, Division of Operations
Request: 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.
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, in the not to exceed amount of $2,000,000.
Why: To continue addressing the critical needs of staff and students, by fulfilling orders for current and backordered furniture. The contract renewal will address future furniture needs of DCSD.
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 6: 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 pending (21 schools), which is necessary to support principals, administrative staff, and various DCSD office spaces.
Financial impact: The financial impact of these services is a not to exceed amount of $5,000,000 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
Contact: 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
Effective: Upon Board Approval
Status: Approved by the Office of Legal Affairs
CHRONOLOGY OF THE AGENDA ITEM
ITB 22-80 – Districtwide Furniture, Fixtures & Equipment (FF&E)
Approval of Contract Renewal and Authorization of Increased
Contract Spend Limit –
$7,000,000 (collectively)
Scope:
Approval of contract renewal for ITB 22-80 and Authorization of Increased
Contract Spend Limit for ITB 22-80 – Districtwide Furniture, Fixtures &
Equipment (FF&E) to provide additional funding for backordered furniture for
DCSD staff and students.
Contract Term:
• March 14, 2022 -March 13, 2023 – Initial Contract Year 1
(Effective Date)
• March 14, 2023 – March 13, 2024 – Contract Renewal #1 (1 of
4) - $1,100,000
• March 14, 2024 – March 13, 2025 – Contract Renewal #2 (2 of
4) - $4,000,000
o This renewal is requesting a Spend Limit Increase Not to
Exceed amount of $2,000,000.
• March 14, 2025 – March 13, 2026 – Contract Renewal #3 (3 of
4) - $5,000,000
o Current Renewal Request for the upcoming year.
Background
The Warehouse Department of the Operations Division is requesting the
current renewal #3 of 4 and an increase in spending for the District-Wide
Furniture, Fixtures & Equipment (FF&E) Contract for ITB 22-80. Currently,
there is over $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 pending (21
schools), which is necessary to support principals, administrative staff, and
various DCSD office spaces.
The current contract award will renew March 13, 2025. This is the
third of four (#3 of 4) one (1) year renewals and is for a not to
exceed amount of $5,000,000.00.
The request for an increased contract spend limit Not-to- Exceed
$2,000,000 will address the funding gap underlying the backorders of
furniture.