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Board waives standard bidding for referendum communications vendor, approves retainer range
Summary
Board approved waiving the three-quote requirement for a referendum communications specialist, citing limited vendors with K–12 referendum experience and an estimated retainer cap of $25,000; staff will finalize scope and timeline.
The board considered a staff request to waive policy 3050’s three-quote requirement to contract a communications firm to support a potential referendum.
Staff said the Don Group specializes in K–12 referendum communications, was recommended by regional partners, and had previously submitted competitive proposals for the district’s strategic plan work. Staff reported difficulty locating three comparable vendors for the specialized referendum work and presented an estimated cost range of $20,000–$25,000 with a $25,000 cap, structured as a monthly retainer with a scope of services tied to a possible referendum date (September or November was discussed as examples).
A motion to waive the procurement requirement for this specialized service (policy 3050) was made and seconded. The transcript records at least one board member saying “I opposed” during the vote and mentions abstentions; the chair proceeded after the vote. The transcript does not include a precise roll-call tally; staff characterized the motion as carried.
Board members requested a written scope of services and a timeline from the vendor before finalizing the contract. Staff will also share the recommendation with party heads and local outlets as part of vendor outreach.
