SoleSourceRequest - Posted on CORE.pdf

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State Purchasing and Contracts Office

DPA_OSCRequests@state.co.us

303-866-6100

Sole Source Request §24-103-205, C.R.S.

Use this form for sole source approvals. A sole source procurement is justified when there is only one good or service that can reasonably meet the need and there is only one vendor who can provide the good or service. A requirement for a particular proprietary item (i.e., a brand name specification) does not justify a sole source procurement if there is more than one potential bidder or offeror for that item.

Note: If this sole source is for services greater than $100,000, posting on an electronic procurement system may be required in accordance with §24-106-103(5) C.R.S.

Instructions:

1. Save the document using “save as” to keep your answers.

2. Complete all fields below. Failure to provide all information may delay the processing of your request.

3. Include any documentation to support your request as attachments with the form.

4. If your request involves multiple transactions, submit a separate form for each request.

5. Submit the complete form, with attachments, to

DPA_OSCRequests@state.co.us (copy and paste in your email).

SECTION A – Agency/IHE Information

1. Agency/IHE Name:

2. Division/Office:

3. Program Manager:

4. Department Approving Official:

5. Procurement Official:

SECTION B - Vendor Information

1. Vendor Name:

2. Vendor Contact Information (Contact Name, Email, and Phone):

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DPA_OSCRequests@state.co.us

303-866-6100

3. Have you procured goods and/or services from this vendor in the past 2 years?

If yes, please explain:

SECTION C - Description of Goods/Services

1. Describe in detail the goods and/or services to be procured and how they meet your needs. Explain WHY we MUST buy this particular good and/or service (special features, compatibility, etc.):

2. Are there other goods or services that can meet the state’s needs?

If yes, please explain:

SECTION D - Approval Period and Estimated Dollar Amount

1. Is this purchase a one-time purchase?

If no, identify approval period being requested:

Start Date (M/D/YYYY):

End Date (M/D/YYYY):

2. Estimated Total Dollars for this procurement:

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DPA_OSCRequests@state.co.us

303-866-6100

3. Provide estimated cost breakdown of goods and/or services covered by this procurement:

Goods:

Services:

SECTION E - Price Reasonableness

1. Were the prices or rates compared to established catalog or market prices?

2. Were the prices or rates compared to historical prices or rates for similar goods or services procured by in the past?

3. Was a cost or price analysis conducted?

4. If you answered “no” to 1-3 above, describe how the agency determined the prices were fair and reasonable, as required by §24-103-403 C.R.S. and §24-30- 202 C.R.S. for this sole source:

SECTION F - Conflict of Interest

1. Do you have an actual or potential conflict of interest in this purchase request?

If yes, please explain:

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DPA_OSCRequests@state.co.us

303-866-6100

SECTION G - Sole Source Justification

1. Provide a detailed explanation of vendor’s Sole Source Status. What is the basis for identifying this as a sole source?

2. Was this sole source posted on an electronic procurement system?

If “Yes”, were any responses received?

3. Is there any additional information that the SPCO would need to consider for this request?

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cmindline@scholastic.com 412-889-5939

The Colorado Department of Education, in partnership with a philanthropic organization, requires a vendor to provide full-service, simultaneous in-person book fairs across multiple schools across the state, serving a large student population of approximately 10,000-20,000 students in grades 1-2 (26-27), grades 2-3 (27-28), and grades 3-4 (28-29). The primary objectives of these book fairs are to:

Promote reading and literacy among students, especially over the summer.

Provide access to a diverse and engaging selection of high-interest books at various reading levels (below, at, and above grade level).

Foster a love of reading and a positive association with books.

To achieve these objectives, the selected vendor must possess the following capabilities:

1. The vendor must provide in-person book fairs in Colorado and have established relationships with Colorado public schools.

CDE is seeking to run a statewide book fair, hoping to have as large of an impact as possible. Vendors who do not provide in-person book fairs in Colorado or only certain regions of Colorado will not provide CDE with its desired statewide impact.

2. The vendor must provide unlimited access to high-interest books for grades 1–4 across below/at/above reading levels, including bilingual books, books in other languages, especially Spanish.

The purpose of this project is to promote reading and literacy by providing participating students with 10-14 books to read over the summer. Students are more likely to read books if those books are of high interest to the student. And often there are books that are popular in certain grade levels and will need to be available in large if not unlimited quantities so that each student is guaranteed to bring home 10-14 books of high interest to them. Often if there is a popular series or book, it is chosen by many if not most students.

3. Vendor must reliably be able to serve 10,000–20,000 students across multiple districts and schools simultaneously.

CDE is trying to serve as many students as possible, and if receiving a matching grant from a philanthropic organization, believes it can serve 10,000 - 20,000 students across multiples districts and schools over a three year period. Therefore, a vendor will need large quantities of popular books, supplies (like book shelves and carts), and personnel to provide the services needed for this large statewide project.

4. Vendor must host full-service onsite, in-person book fairs with vendor-led setup, restocking, and breakdown, minimizing school staff involvement. 5.Vendor must handle all school and family questions, including orders, payments, and returns. 6. Vendor must have turnkey operations including that vendor manages logistics end-to-end with minimal school lift.

All of these needs are because schools do not have bandwidth to lead restocking, breakdown, returns, and logistics. CDE needs a vendor who can provide as minimal school lift as possible.

7. Vendor must be able to deliver all selected books the day of the book fair and/or within 1 week of student selection.

This program's purpose is to continue to promote reading and literacy over the summer when schools are out. Book fairs will happen throughout the State shortly before the end of the school year. And a vendor will need to make sure that the books are available within 1 week of selection or the day of the book fair to ensure that students have the books in hand prior to school letting out for the summer.

Based on extensive research and analysis, Scholastic is the only vendor identified that demonstrably meets all of the needs outlined above (see G1 for that analysis and determination).

The State's needs and requirements for vendors include:

1. The vendor must provide in-person book fairs in Colorado and have established relationships with Colorado public schools.

2. The vendor must provide unlimited access to high-interest books for grades 1–4 across below/at/above reading levels, including bilingual books, books in other languages, especially Spanish.

3. Vendor must reliably be able to serve 10,000–20,000 students across multiple schools.

4. Vendor must host full-service onsite, in-person book fairs with vendor-led setup, restocking, and breakdown.

5. Vendor must handle all school and family questions, including orders, payments, and returns.

6. Vendor must have turnkey operations including that vendor manages logistics end-to-end with minimal school lift.

7. Vendor must be able to deliver all selected books the day of the book fair and/or within 1 week of student selection.

Scholastic meets all of CDE's needs listed above.

Scholastic offers both in-person and virtual book fairs throughout Colorado. It has relationships with Colorado public schools, and is known for bringing a wide variety of books to schools.

Evidence to support that Scholastic has an unlimited high-interest book inventory: The world's largest publisher and supplier of children's books, Scholastic distributes approximately 165 million children's books worldwide each year. Founded in 1920, Scholastic maintains strong relationships with over 120 publishers worldwide and has special partnerships and media licensors to provide exclusive products and formats not available at other book fairs or book stores. Scholastic Book Fairs' experienced product category managers bring more than 200 years of combined experience in children's publishing, teaching, and retail and maintain a pulse on top market trends in kids' education and entertainment to ensure Scholastic's assortments include the books we know kids love. This creates a uniquely exciting shopping experience, designed specifically for kids.

Evidence to support Scholastic can reliably serve 10,000–20,000 students across multiple schools. Each year, Scholastic Book Fairs sell more than 100 million books to 30 million children each year, delivering Book Fairs in all 50 states to schools for events of all sizes. Last year, 86% of U.S. elementary schools hosted at least one Scholastic Book Fair. Scholastic's infrastructure allows it to appropriately anticipate demand and stock Fair sizes appropriately, can easily route books nationwide from its warehouses and through its logistic partners. If there is a high demand for a specific title, Scholastic will provide additional restocks quickly, shipping directly to schools regardless of volume.

Scholastic guarantees same day delivery or delivery within 1-week of student selection.

Scholastic provides the books, planning tools, and mobile display cases that bring the look-and-feel of a bustling bookstore directly to kids in their own communities. A Book Fair can be set up quickly and can fit within any space that works best for the school, from the hallway to the classroom to the school library or gym.

Website: “An unparalleled selection of books tailored to what students want, backed by decades of expertise. Extensive host support helps you run a smooth and well-executed event, with planning timelines, video tutorials, and a dedicated customer success team.”

CDE conducted extensive research and spoke to nine other book fair vendors but did not find any other vendor who could meet the State's needs. Several of those vendors did not provide in-person book fairs in Colorado. Some offered only online virtual book fairs. Some vendors did not have the volume of books needed nor could they guarantee delivery fulfillment timeline at high scale across state. Some vendors used a niche/independent book fair model operated by community booksellers thus their capacity is very limited to host multiple book fairs within the same 2-3 weeks across multiple school districts and schools within every region of the state. One vendor was discontinuing all book fair service as of December 2025. Another vendor did not provide book-style in-person book fairs, does not have unlimited retail stock, puts the operations (orders, payments, returns) on the school. Another vendor did not meet the deliverable timeline, nor provide a comprehensive, full-service onsite fairs with vendor-led setup, restocking, and breakdown, including end-to-end management of logistics, minimizing school staff involvement. Nor did they have the required inventory capacity providing only 1-2 copies of a book's title per school for 50-100 titles within the grade ranges of 1st-2nd with some titles below and above those grades reading levels.