REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF SAN BERNARDINO COUNTY
AND RECORD OF ACTION
December 16, 2025
FROM
ARLENE MOLINA, Director, Preschool Services Department
SUBJECT
Title
Contracts to Provide Preschool Classroom Supplies and Outdoor Equipment
End
RECOMMENDATION(S)
Recommendation
Approve contracts with the following vendors to provide preschool classroom supplies and outdoor equipment, in an aggregate amount not to exceed $30,000,000, for the period of December 17, 2025, through November 30, 2030:
1. CM School Supply
2. eSpecial Needs
3. Kaplan Early Learning Center
4. Lakeshore Learning Materials, LLC
5. School Specialty, LLC
(Presenter: Arlene Molina, Director, 383-2078)
Body
COUNTY AND CHIEF EXECUTIVE OFFICER GOALS & OBJECTIVES
Operate in a Fiscally-Responsible and Business-Like Manner.
FINANCIAL IMPACT
Approval of these contracts will not result in the use of additional Discretionary General Funding (Net County Cost). The aggregate cost for these services shall not exceed $30,000,000, of which 70% ($21,000,000) is federally funded by the United States Department of Health and Human Services, Administration for Children and Families, and 30% ($9,000,000) is state funded by the California Department of Education and Child Care and Development Division. Adequate appropriation and revenue have been included in the Preschool Services Department (PSD) 2025-26 budget and will be included in future recommended budgets.
BACKGROUND INFORMATION
PSD operates the federally funded Head Start and Early Head Start programs in locations throughout the county. Since 1999, PSD has operated these programs through a combination of direct and contracted services. The programs provide education, health, cognitive, social/emotional, physical growth and development, and parent-involvement services for children ages zero to five years with the overall goal of increasing the school readiness of young children in economically disadvantaged families.
PSD engages in a system of continuous quality improvement that includes the ongoing assessment of classroom environments to ensure the highest quality programs are provided to the community. To support this effort, PSD is entering into contracts with several school supply companies to ensure consistent access to a wide range of age-appropriate educational materials and equipment. Partnering with multiple vendors allows PSD to secure competitive pricing, maintain reliable inventory, and source products that meet diverse programmatic needs. In particular, the purchase of specialized materials will enhance the efficacy and diversity of science, technology, engineering, and mathematics (STEM) programming. While there has been an influx of STEM products for school-aged children, there remain limited options tailored for children ages 18 months to five years, due to necessary safety considerations such as component size, materials, and equipment complexity.
Approval of this item will allow PSD to engage with several vendors and identify and obtain developmentally appropriate resources that meet both educational standards and stringent safety requirements, ensuring that all children have equitable access to innovative, high-quality learning experiences.
To determine an appropriate not-to-exceed amount for these agreements, PSD conducted an analysis of historical purchasing patterns for educational materials, equipment, and classroom supplies across all program sites. Over the past several years, PSD has consistently expended an average of $5,000,000 - $6,000,000 annually on items such as curriculum materials, furniture, classroom equipment, instructional supplies, playground materials, technology devices, and replacements required to maintain compliance with Head Start Program Performance Standards, Environmental Health and Safety regulations, and licensing requirements. These costs fluctuate annually based on enrollment numbers, facility needs, evolving instructional requirements, emergent safety mandates, and the ongoing replacement of high-use materials due to natural wear in early childhood settings.
Based on these historical expenditures and anticipated program growth, PSD projects continued annual purchasing requirements consistent with previous years. Establishing a five-year, not-to-exceed authority of $30,000,000 ensures that PSD can maintain uninterrupted access to essential educational and operational materials; respond quickly to changes in health, safety, and instructional standards; and leverage competitive pricing across multiple vendors to maximize cost-efficiency. This amount reflects an estimate grounded in past spending, inflationary impacts, supply chain variability, and the need to maintain high-quality learning.
PROCUREMENT
The County Administrative Office approved and authorized the release of Invitation to Bid (ITB) No. PSSD25-ADMIN-5691 with the Purchasing Department on April 7, 2025, to solicit bids from interested and qualified vendors to provide Classroom Supplies and Outdoor Equipment. The ITB was posted to the County’s Electronic Procurement System (ePro). PSD received five bids by the established deadline in response to the ITB. Bids from the five vendors listed below met the minimum requirements and continued through the evaluation process.
An evaluation panel consisting of PSD staff evaluated the bids and determined that all five vendors met the ITB requirements and are qualified to provide the services needed.
|
Bidders Name |
Location |
|
CM School Supply |
Upland, California |
|
eSpecial Needs |
Saint Louis, Missouri |
|
Kaplan Early Learning Center |
Lewisville, North Carolina |
|
Lakeshore Learning Materials, LLC |
Carson, California |
|
School Specialty, LLC |
Greenville, Wisconsin |
On September 5, 2025, Notice of Intent to Award letters were sent to all selected vendors. No protests were received during the 10-day appeal/protest period.
REVIEW BY OTHERS
This item has been reviewed by Human Services (Lisa Rivas-Ordaz, Contracts Manager, 388-0222) on October 24, 2025; County Counsel (Adam Ebright, Deputy County Counsel, 387-5455) on November 4, 2025; Risk Management (Stephanie Pacheco, Staff Analyst II, 386-9039) on November 7, 2025; Purchasing (Jessica Barajas, Supervising Buyer, 387-2065) on November 10, 2025; and County Finance and Administration (Allegra Pajot, Administrative Analyst, 388-0218) on November 24, 2025.