Agenda Item
Meeting Date: 6/25/2020 - 6:30 PM
Category: Report of the Committee on Accountability, Finance, and Personnel
Type: Action
Subject: 15. Action on Request to Waive Administrative Policy 3.09(9)(e) and Extend a Contract with Proximity Learning, Inc., for a Virtual Online Interactive Learning Course System for World Languages
Strategic Plan Compatibility Statement:
Goal 3
Effective and Efficient Operations
Policy: Admin Policy 3.09 - Purchasing and Bidding Requirements
Attachments: Action on Request to Waive Administrative Policy 3.09(9)(e) and Extend a Contract with Proximity Learning, Inc., for a Virtual Online Interactive Learning Course System for World Languages
File Attachment:
1. B0001284 Proximity Learning, Inc., Original Contract.pdf
2. B0001284 Proximity Learning, Inc., First Extension & Modification.pdf
3. B0001284 Proximity Learning, Inc., Second Extension & Modification.pdf
4. B0001284 Proximity Learning, Inc., Third Extension & Modification.pdf
Background: The Administration is requesting authorization to waive the three-year term limits of Administrative Policy 3.09(9)(e) and extend its contract with Proximity Learning, Inc., ("Proximity") for a vendor-hosted virtual online interactive learning course system for world languages for grade bands K-5, 6-8 and 9-12. Proximity will be utilized to deliver services to at least the following languages: German; French; Mandarin/Chinese; American Sign Language (ASL); and Spanish to maximum estimated 5,000 students throughout the District during the 2020-2021 school year.

In the Fall of 2017, the Department of Curriculum and Instruction, in conjunction with the Office of Human Resources, identified, across the District, numerous unfilled licensed World Language positions budgeted FTEs as well as part-time FTEs across many schools. To remedy this deficiency, a “fill the gaps” initiative was developed to utilize the funds from the vacated budgeted positions as contracted services to serve as temporary (until a face to face teacher is hired) World Language instruction for students. The contracted services will be extended for use in the World Language Expansion under the Bilingual Resolution.

Proximity was chosen pursuant to RFP 953 which closed on May 16, 2017. The original contract provided for two one-year options to extend if certain performance metrics were met. The extension options were previously exercised, and the current contract expires on June 30, 2020. The waiver of Administrative Policy 3.09(9)(e) is being sought as a result of the three-year maximum contract term being surpassed. This third extension will run from July 1, 2020 through 30, 2021 while the Administration completes a Request for Proposal for a new award.

The total compensation under this contract extension will not exceed $1,000,000.

The Administration recommends that the Board authorize the waiver of Administrative Policy 3.09(9)(e) and approve the extension with Proximity Learning, Inc., as set forth in the attachments to this item.
Fiscal Impact Statement: This item authorizes expenditures as indicated in the attachment.

Varies by location ordering services...............$1,000,000

Proximity Learning, Inc.
PRIME CONTRACTOR INFORMATION
Certified HUB Vendor?……………………………No
Total # of Employees…………………………….175
Total # of Minorities………………………………144
Total # of Women…..…………………………….124
HUB PARTICIPATION
Required ……………………………………………0%
Proposed ……………………………………………0%
$ Value ……………………………………………. N/A
STUDENT ENGAGEMENT (hours per 12-month contract)
Paid Student Employment Hour Commitment: 200 HOURS
Student Career Awareness Commitment: 10 HOURS
Implementation and Assessment Plan Upon approval by the Board, the extension will begin as indicated in the attachment.
Recommendation: Your Committee recommends that the Board approve the Administration's recommendation.
Approvals:
Recommended By:
Signed By:
Jacqueline M. Mann, Ph.D. - Board Clerk/Chief Officer