Mountain View Whisman School District

Agenda Item for Board Meeting of 2/13/2025

Agenda Category:  REVIEW AND ACTION

Agenda Item Title:  (Discussion) Update of Vendor Selection /Contract Checklist

Estimated Time: 

Person Responsible:  Rebecca Westover Ed.D.

Background: 

In certain cases, issuing an RFP or searching for alternate vendors for a professional service may not be appropriate, particularly when there is a long-standing partnership with a vendor that has consistently provided specialized expertise and high-quality results. A sole-source procurement might be more suitable, as searching for new vendors could disrupt an established relationship that has proven advantageous for the district. Additionally, if the service is unique and not readily available from other providers, pursuing a competitive process could unnecessarily complicate and delay the procurement, ultimately working against the district's best interests.

If staff believes that a sole-source approach is appropriate for professional services, they will prepare a rationale to include with the contract and checklist. If the board prefers that a competitive process be conducted, the board may request that staff initiate it. 

Additionally, staff previously recommended that the checklist not be required for school sites, given that their purchases tend to be lower in value and the additional paperwork may not provide sufficient benefits.