ACWESPP - Mountain States School Depository

The Provo City School District Department of Purchasing is issuing a Notice of Intent to Award a Contract without engaging in standard procurement processes for a sole-source contract to provide an instructional materials depository serving Utah's public school districts. The procurement seeks to award a five-year contract with an optional five-year renewal to Mountain States Textbook Depository, with an estimated contract value of $15,000,000. The depository service encompasses the storage, management, and distribution of instructional materials including textbooks, workbooks, computer software, online courses, digital media, and other educational resources that meet requirements outlined in Utah State Board of Education Rule R277-469. Key qualifications require the depository to maintain inventory sufficient to fulfill publisher deposit requirements, process orders without excessive delays or fees, and ensure timely availability of materials to school districts across the state. The procurement unit justifies the sole-source award based on Utah State Board of Education regulations that mandate publishers either establish an in-state depository or maintain their own facility, thereby creating a single available source for this specialized service. Market research included internet searches for alternative depositories, consultation with other school districts and the Department of Education, and review of existing state and district cooperative contracts. The public comment period extends from the posted date of March 11, 2026 through the due date of March 18, 2026, during which interested vendors may submit documentation demonstrating competing sources exist, comparable or superior products are available, or transitional costs would be lower with an alternative vendor.

The procurement contains no identified set-aside designations or restrictions limiting respondents to specific organization types, disadvantaged enterprises, or minority-owned businesses. Mountain States Textbook Depository is identified as the incumbent vendor and sole proposed awardee under this sole-source determination. The depository must integrate with existing state and district procurement infrastructure and comply with Utah Code Section 53E-4-408 and administrative regulations governing instructional materials distribution. The contract establishes fixed pricing for five years from the contract date for materials recommended by the Instructional Materials Commission and Board, with freight costs calculated at 2.85 percent of the subtotal purchase price under F.O.B. Destination, Freight Prepaid terms. Digital and online resources are exempt from in-state storage requirements but must guarantee timely availability and provide orders without shipping charges. The estimated total contract value of $15,000,000 reflects the comprehensive nature of textbook depository services required across all Utah public school districts during the five-year initial contract term.