__________________________________________________________________________ TO: Two Rivers Board of Trustees FROM: Kristina Kyles-Smith, Ed.D, Executive Director DATE: June 14, 2022 SUBJECT: Procurement for Student Uniforms ___________________________________________________________________________ PURPOSE: This agenda item aims to seek approval to procure student uniform tops for the 2022-23 school year. BACKGROUND/CONTEXT: At Two Rivers, all students are required to wear uniform tops daily. Uniform tops are offered in various styles, sizes, and colors for students. Two Rivers annually purchases uniforms to meet the sale demands based on remaining inventory and sales trends. EXECUTIVE SUMMARY: Two Rivers is seeking to purchase 12,000 uniform tops to meet the projected sales demand for SY22-23. Uniforms are available throughout the school year. The quantity and styles of uniforms ordered are based on tracking sales trends and inventory quantities. Two Rivers issued a notice of intent to enter a contract on April 1, 2022, and placed advertisements in the DC Register, Washington Post, and Washington Informer for the price quotes to acquire uniform tops. Two Rivers received proposals from three vendors: Daycon, W.B. Mason, and Express Press. All the proposals offered prices for the varying quantities, sizes, and uniform styles. The submitted proposal costs ranged from $109,908 to $131,379. BUDGET SNAPSHOT: Two Rivers is committed to making the cost of uniforms affordable to families. Our uniform prices range from $7 to $25. Uniform prices cover the cost of the uniform and shipping and generate an annual revenue stream of approximately $40K. Supply chain and inflation have resulted in increased prices, and two uniform styles' prices will be increased by $1 to $2. The increased price of these items will ensure Two Rivers is not absorbing the expense of uniform costs. The increased production cost will lower the projected revenue stream by $10-15K.
ANTI-RACIST/INCLUSION IMPACT: The vendor chosen is not minority-owned. The Two Rivers uniform policy is designed to generate a feeling of unity while allowing individual choices. All students must wear a Two Rivers top at all times. Two Rivers sells uniforms at the front desks throughout the year. They are bought in bulk by Two Rivers to ensure the price remains as low as possible and that we can support students with economic hardships. RECOMMENDATION/RATIONALE: Two Rivers recommends contracting with Daycon. The rubric considered price, product delivery, and Daycon’s price of $109, 908 scored the highest. ACTION: Vote on the uniform top purchase contract. ATTACHMENTS: Daycon Uniform Quote C: Gail Williams, COO
Two Rivers Public Charter School Uniform RFP Daycon Products – Envoy Solutions Overview Daycon Products – Envoy Solutions Company is grateful for the opportunity to propose our services to the Two Rivers Public Charter School. Daycon is a company built on three key principles: dedication to personalized service, respect for one another, and a responsibility to creating a cleaner, brighter tomorrow. 80 years later and those same grounding principles continue to guide us in everything we do and our partnership with Two Rivers Public Charter School will be no different. We are in a unique position to offer NVISION services as a Daycon Products – Envoy Solutions Company. NVISION Company/Division Overview Envoy Solutions is a diversified distribution company for facility supplies, packaging solutions, foodservice disposables, and specialty products. Based in Glenview, IL, Envoy Solutions is the parent company of North American Corporation, WAXIE Sanitary Supply, Southeastern Paper Group, Daycon Products Company and NVISION, among others. Our NVISION division specializes in providing our customers with marketing supply chain solutions. In fact, we coined the phrase \"marketing supply chain” to describe the application of supply chain management principles to marketing execution. Our key insight is that by integrating the disparate components of activity – creative, procurement, logistics, distribution, and reporting – an organization like Two Rivers Public Charter School can use our operational excellence in marketing execution as a competitive advantage. Many organizations, especially these days, are limited on their internal resources to manage complex programs and projects, and that’s where NVISION can assist…we take on the non-value added services, all while ensuring high quality, budget conscious, and timeline friendly execution. NVISION has project management and category expertise, as well as technology solutions to give visibility and accountability across the entire Marketing Supply Chain. Additionally, our volume in the promotional products and wearables categories puts in the top 1.5% of distributors nationally, ensuring cost competitiveness, and the breadth of product & finishing options our customers have come to expect. I. Qualification Statement Requirements: 1. Aramark a) NVISION has been a strategic partner with Aramark for 11+ years covering a range of distribution and marketing execution solutions. During a strategic reorganization, Aramark made the decision to outsource all marketing operations to NVISION resulting in double-digit cost savings and improved service levels throughout their marketing supply chain. Specific to the education vertical, NVISION currently supports Aramark K-12 & higher education programs for 1,250+ schools across more than 25 states. Our programs include the sourcing, warehousing, and distribution of unique products within print, display and specifically relevant Promotional Products category, including wearables, hardgoods, drinkware items, and marketing kits.
Our enterprise level relationship with Aramark exceeds $10MM annually and is managed by an on-site Account Management team comprised of a Strategic Account Manager and two Sales Specialists. Customer Contact: Stacy Gellman Marketing Director K-12 | Aramark HQ 215.238.7029 | [email protected] 2. Noble Schools a) NVISION has partnered with Noble Schools for the last 10+ years managing an on-line stationery program consisting of letterhead, envelopes, signage among other required collateral for school operations. We have recently been awarded the opportunity to host a wearables program for Noble Schools and will host this on our proprietary e-commerce site for the 2022–2023 school year. The site will allow students as well as family members to place orders. We are currently work with 10 Noble schools in the Chicagoland region and support this business with a dedicated Account Executive who has over 35-years within the industry. Customer Contact: James Troupis Chief People Officer | People Team 312.597.3156 | [email protected] 3. Liftmaster Chamberlain Group a) NVISION has been the primary supplier to Liftmaster Chamberlain group for nearly 10 years, for the categories of printed marketing materials, branded merchandise, and apparel. As a primary marketing vehicle for their Liftmaster brand, they require their program to include up-to-date, on-trend materials and wearables for their installation and distribution partners to use and wear. NVISION works with Liftmaster Chamerbain on a quarterly basis to curate a top-notch selection of items (200+) for their catalog, while ensuring brand and color consistency across a broad spectrum of materials and substrates. Our program relationship with Liftmaster Chamberlain is led by an Account Manager and supported by an on-site Sales Specialist. Customer Contact: Upon Request
II. Services & Delivery 1. Pricing Grid a. Please find pricing grid within the attached excel file. 2. Production Timeline for items a. Production timeline for in stock apparel items is 20-25 business days from time of order if bulk packing only. 4 weeks will be required if items need to be folded, individually poly-bagged and labeled. *Due to potential & unforeseen supply chain challenges in the current environment, we will provide any deviations to this above production timeline at time of order. 3. Projected Delivery Costs a. Freight from decorator to Two Rivers School location(s) is projected to be: $9,200.00 *Freight costs are estimated and are subject to change as fuel costs, surcharges, and other market factors fluctuate. Actual freight costs will be upon order placement or upon request. 4. Distribution Options a. Item will ship direct to Two Rivers School in accordance with the information provided by the RFP. III. Services and Fee’s Proposal Requirements 1. Proposed scope of services a. Daycon proposes the following scope of services to be provided to Two Rivers School: i. Acquisition of Blank Goods ii. Decoration by identified method iii. Bulk pack by size and specific SKU iv. Distribution and Freight to Two Rivers School(s) 2. Proposed fee and fee structure by service a. Proposed fees are included within our response and aligned to associated scope of services. NVISION/Daycon will not charge ancillary or additional fees beyond what is included within our proposal. b. As mentioned within our proposal, NVISION owns and operates a proprietary ecommerce platform we deploy for most program customers who partner with us. This allows for enhanced functionality and an overall all improved user experience. We would be happy to discuss this in future conversations if interested. 3. Additional fees for proposed optional services a. In the event that Two Rivers Schools would like to take advantage of below optional services, we have provided the below pricing for consideration: 1. Individual shirt polybag: $0.65 2. Individual shirt labeling: $0.89
____________________________________________________________________________ TO: Two Rivers Board of Trustees FROM: Kristina Kyles-Smith, Ed.D., Executive Director DATE: June 14, 2022 SUBJECT: FY22 Copier Workshop Contract Unexpectedly Exceeding $25,000 ____________________________________________________________________________ PURPOSE: This board agenda item aims to inform the board of a contract that has unexpectedly exceeded $25,000 in FY22 and ask for approval for the higher cost. BACKGROUND/CONTEXT: In 2015, with the opening of Young Elementary School, Two Rivers evaluated its copying capacity. The organization implemented the more cost-effective option of an expanded copier fleet with a comprehensive copier maintenance service plan. The annual contract amount for service is on average $22,000. However, this year, the contract is expected to exceed $25,000. Contracts estimated to have an aggregate value equal to or exceeding $25,000 for the fiscal year require board approval according to Two Rivers policy and require submission to the Public Charter School Board according to PCSB policy. EXECUTIVE SUMMARY: In preparation for FY22, we estimated the contract for copier services with our vendor Copier Workshop would be less than $25,000. However, in September 2021, we received nine outstanding invoices from Copier Workshop for services rendered in 2017-2020; these were invoices not previously received. The invoices totaled approximately $5,000. After review, we determined that the services were rendered and submitted payment. According to PCSB policy, procurements are accrual-based, and therefore payment of these invoices has caused this contract to exceed $25,000 in FY22. BUDGET SNAPSHOT: The FY22 budgeted amount for Copier Workshop is $16,430. Due to increased use by instructional staff, we anticipate exceeding this budgeted amount by an estimated $5,000. Additionally, the
ACTION: Two Rivers recommends approving the adjusted contract with Copier Workshop for the remainder of SY21-22 at an estimated total cost of $27,000. C: Gail Williams, Chief Operating Officer Driss Belahcen, Senior Director of Finance Liz Riddle, Business Program Associate
____________________________________________________________________________ TO: Two Rivers Board of Trustees FROM: Kristina Kyles-Smith, Ed.D., Executive Director DATE: June 14, 2022 SUBJECT: FY22 Braxton Trash Contract Unexpectedly Exceeding $25,000 ____________________________________________________________________________ PURPOSE: The purpose of this board agenda item is to inform the board of a contract that has unexpectedly exceeded $25,000 in FY22 and ask for approval for the larger cost. BACKGROUND/CONTEXT: Two Rivers Contracts with Braxton Trash Company for our weekly trash collection which occurs four-time weekly for regular trash and once weekly for recycling. The contract not yet exceeded $25,000 until this year which is a direct result of opening the fourth building, our new Middle School. Contracts estimated to have an aggregate value equal to or exceeding $25,000 over the course of the fiscal year require board approval according to Two Rivers policy and require submission to the Public Charter School Board according to PCSB policy. EXECUTIVE SUMMARY: The addition of the middle school building at 26th Street location resulted in an increased volume of trash that needed to be taken away. The consistent increase in trash volume has resulted in our monthly cost increasing by $675 monthly. For FY22, the total cost is now estimated to be $26,005. BUDGET SNAPSHOT: The FY22 budgeted amount for William Braxton Trash is $22,796. The monthly cost has increased by $675.00 and now the total cost is estimated to be $26,005. ACTION: Two Rivers recommends continuing to work with William Braxton Trash for the remainder of SY21-22, at an estimated total cost of $26,005, and asks that the board approve this contract. C: Gail Williams, Chief Operating Officer Driss Belahcen, Senior Director of Finance Liz Riddle, Business Program Associate
____________________________________________________________________________ TO: Two Rivers Board of Trustees FROM: Kristina Kyles-Smith, Ed.D., Executive Director DATE: June 14, 2022 SUBJECT: Vendor Renewals for FY23 ____________________________________________________________________________ PURPOSE: The purpose of this board agenda item is to request approval of the renewal of FY23 contracts with vendors who were used in FY22. BACKGROUND/CONTEXT: Two Rivers works to confirm and renew service contracts annually and in alignment with the completion of the Two Rivers Budget Process. In preparation for FY23, Two Rivers seeks to complete the contract renewal process to ensure no disruption of service. Contracts previously procured in compliance with DC Public Charter School Board requirements are eligible for renewal without further procurement. Contracts estimated to have an aggregate value equal to or exceeding $25,000 over the course of the fiscal year require board approval according to Two Rivers policy. EXECUTIVE SUMMARY: Two Rivers used the services of the companies in the attached table in FY22. Rates for FY23 were solicited from each vendor and increased/decreased usage (if any) was considered. All listed contracts were previously procured in compliance with DC Public Charter School Board requirements and are therefore eligible for renewal without further procurement. All are estimated to have an aggregate value equal to or exceeding $25,000 over the course of the fiscal year and therefore necessitate board approval according to Two Rivers policy. BUDGET SNAPSHOT: See attachment for background/context/cost for each vendor. RECOMMENDATION/RATIONALE: It is recommended that Two Rivers continue to use all listed vendors. All continue to be effective, affordable partners.
ACTION: It is requested that the Board approve the renewal of these contracts. ATTACHMENTS: BoardMemoAMENDMENT_ContractRenewals_FY23_June 2022 C: Driss Belahcen, Senior Director of Finance Liz Riddle, Business Program Associate
FY23 ContractRen Contractor Services Rate Change Busy Bee Facilities and In FY22, we contracted additional Bus Environmental Custodial Services Bee staff to support the reopening of t Services, LLC. facilities. Despite an increase in the minimum wage, we will see a 7% dec Dynamic Technology Support in cost due to eliminating pandemic-re Networking services. expenses. Solutions (DNS) formerly Building The increase represents a 40% increas Hope/DNS onsite technician hours to support the increased staff, student enrollment, an DC WASA Water and Sewer fleet. On-Site tech support will continu Utilities be a shared resource across the networ supplemented with remote support ser Fees are regulated and the highest doll amounts are mandated fees, not water usage. No rate change. Washington Gas Gas Utility None. None. Pepco Electricity Utility (Delivery Only)
newals / June 2022 FY22 Cost FY23 Cost sy the crease Contract value depends on the use of Contract value depends on the use of elated services. The estimated year-end cost is services. The estimated year-end cost is $876,344 $814,999 se in nd Contract value depends on the use of Contract value depends on the use of ue to services. The estimated year-end cost is services. The estimated year-end cost is rk and $123,000. $159,472.80 rvices. lar Contract value depends on use of services. Estimated year-end cost is Contract value depends on use of $76,000 services. Estimated cost is $76,443 Contract value depends on use of Contract value depends on use of services. Estimated year-end cost is services. Estimated cost is $12,389 $12,000 Contract value depends on use of Contract value depends on use of services. Estimated year-end cost is services. Estimated cost is 159,373.76. $148,000.
Verizon Telephone Service None. No rate change. AMD Student Transportation Transportation (short trips) America Student No rate change. Transportation Transportation (long trips) Capitol Kids Speech Therapy No rate change. Therapy Behavior Specialist No rate change. Early Autism Consultant Solutions No rate change. Usage depends in part Tutoring our need for tutoring for medically-ex Educational Finance and students, which we expect to be lower Solutions Accounting FY23. Services (TRPCS and EdOps QALICB) Cost increase due to increased enrollm Rate increase for monthly services: 11
Contract value depends on use of Contract value depends on use of services. Estimated year-end cost is services. Estimated cost is $43,060 $40,000. Contract value depends on use of Contract value depends on use of services. Estimated cost is $65,000. services. Estimated year-end cost is $15,000 Contract value depends on use of Contract value depends on use of services. Estimated year-end cost is services. Estimated cost is $33,957. $55,00. Contract value depends on use of Contract value depends on use of services. Estimated cost is $100,000. services. Estimated year-end cost is $100,000. Contract value depends on use of services. Estimated cost is $33,000. Contract value depends on use of services. Estimated year-end cost is Contract value depends on use of $47,750. services. Estimated cost is $45,000. t on Contract value depends on use of xempt services. Estimated year-end cost is r in $60,000. ment. Contract value depends on use of $162,600 for monthly services 1% services. Estimated year-end cost is $145,800
EL Education Professional Slight rate increase for select services: North Bay Development and 10%. Also, slight increase in usage due Implementation of the inclusion of additional PD services. EL Education School Reform Design Middle School Outdoor No rate change. Education Program
up to $69,400 e to $30,000 $60,000 $37,800
____________________________________________________________________________ TO: Two Rivers Board of Trustees FROM: Kristina Kyles-Smith, Ed.D, Executive Director DATE: June 14, 2022 SUBJECT: Middle School Outdoor Education Program for FY23 ____________________________________________________________________________ PURPOSE: The purpose of this agenda item is to provide an update and to seek conditional approval of a sole-source contract for the middle school Outdoor Education Program. BACKGROUND/CONTEXT: Since the fall of 2010, Two Rivers’ entire 6th-grade class has engaged in a week-long, sleep-away outdoor education and character development program run by NorthBay on the Chesapeake Bay in North East, Maryland. During this experience, students spend the week building community and studying environmental science in a hands-on experiential program. Activities include daily science classes, opportunities for outdoor adventure (ropes courses, zip-lines, a giant swing, and canoes), team building, and structured social opportunities. For years this experience has helped middle schoolers come together, laying the foundation for positive peer relationships throughout the remainder of middle school. By spending a week living and learning together, the NorthBay experience launches the close relationships students have with their teachers, which is a hallmark of the Two Rivers middle school. The NorthBay week has served as a draw for prospective families, and many alumni name it as the highlight of their middle school experience. In SY21-22, Two Rivers offered the trip to both the 6th and the 7th grade. To ensure students who were remote during their 6th-grade year did not miss the experience. EXECUTIVE SUMMARY: Two Rivers is taking additional steps to review the partnership with Northbay before renewing the contract. The more deliberate review is due to the fact that this year, students’ experience was tainted by instances of racist remarks and actions by NorthBay staff against our Black students and staff. As noted in previous reports, we are proud of how our students and staff responded. However, Two Rivers is committed to doing everything we can to ensure our students our physically, emotionally, and culturally safe.
To date, Two Rivers has done the following to review our relationship with NorthBay in an effort to see if they have implemented the structures and policies that align with our own antiracism vision. Our review included: ● A review of potential comparable and alternative campsites and programs ● A one on one conversation with the North Bay Executive Director, Neil Dampier The review of 6 alternative campsites reinformed the notion that NorthBay’s facilities, programming, location, and price were superior to comparable organizations. The conversation with Neil Dampier revealed that since our visit, the organization has taken a three-stage approach to address the behaviors and incidents. It was shared that the organization did immediately hold staff accountable, their board of trustees has authorized and secured a consultant who is completing a diversity, equity, and inclusion audit, and they have scheduled training for their entire staff. In order for us to fully commit, we are requesting that North Bay share its commitment to Anti-Racism publicly, provide its plan for training part time workers (including seasonal hires), and provide an updated health and safety plan that notes any additional support in place for the health and safety of campers. SOLE SOURCE CONTEXT: Our search for comparable organizations yielded the same results as the previous review. NorthBay is uniquely qualified to provide a week-long sleep-away program that matches Two Rivers’ emphasis on experiential learning and social-emotional education. Therefore, it was decided that TR should enter into a sole source contract with NorthBay. As per PCSB requirements, this intention was advertised. A notice of intent to enter a sole-source contract was issued on May 21, 2021. Advertisements were placed in the DC Register, Washington Post, and Washington Informer. BUDGET SNAPSHOT: North Bay is a family foundation, and they have subsidized through grants 15% of the actual cost. The per-student fee quoted covers the cost of 22 Two Rivers staff at no extra cost. The total cost to bring the 6th grade to NorthBay in FY 23 is $30,000. ANTI-RACIST/INCLUSION IMPACT: Northbay is not a minority-owned company.
RECOMMENDATION/RATIONALE: It is recommended that this contract is conditionally approved. ACTION: (Describe the intended/requested outcome) For informational purposes only. ATTACHMENTS: N/A C: Gail Williams , Chief Operating Officer Muronji Inman-McCraw , Middle School Principal
____________________________________________________________________________ TO: Two Rivers Board of Trustees FROM: Kristina Kyles-Smith, Ed.D, Executive Director DATE: June 14, 2022 SUBJECT: Development Board Report ____________________________________________________________________________ PURPOSE: This memo updates the Board of Trustees on the current status of the board’s development department and development committee. This update is for informational and discussion purposes. BACKGROUND & CONTEXT: Our development department’s fundraising efforts are designed to expand unrestricted revenue for Two Rivers. Annually, the Development Team organizes several fundraising events and campaigns that support our school and organization in various ways. EXECUTIVE SUMMARY: ● Our partners at The Village Cafe donated a co-barista experience for the silent auction. The winning parent, Amanda Parks, will be there the morning of Tuesday, June 7th, where a portion of the proceeds will be donated back to Two Rivers PCS. ● All silent auction items have been purchased, picked up, and delivered to the appropriate recipient. ● The development team emailed digital thank you letters to gala supporters. Hand-written thank you cards with window decals were mailed and delivered to businesses that donated in-kind items. ● The Development Team will be meeting on June 22nd to strategize for the next academic year. ● Bellwether Education has an open call for proposals for its Bellwether Education Grant Opportunity to support innovative and individualized learning opportunities. If you have any connections to Bellwether Education and can offer assistance in stewarding this ask, please contact Tricia. BUDGET SNAPSHOT: ● April revenue was $8765 — from one-time donations and recurring donations ● May revenue is $375 — mostly from recurring donations ● Neighbor In Need purchases for families includes $600 to support families in the 5th grade at Young who needed supplies to attend the annual camping trip and $500 to help two other families experiencing hardship. ANTI-RACIST & INCLUSION IMPACT:
Through Trustee John Phillips, Two Rivers has been invited to apply again for a grant from the Target Corporation to support our DEI work. Alex and Tricia will apply for this grant when the portal opens for submissions. RECOMMENDATION & RATIONALE: N/A ACTIONS: Visit Amanda Parks and Kevon King at The Village Cafe in Union Market for your morning beverage and pastry on 6/7/22 to support this fundraiser. ATTACHMENTS: N/A C: Patricia Eisner, Senior Director of Development Aziza Temple, Development Manager
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