Agenda Item
i. ITB 18-752-045 Cabinet Sign Replacement Services Contract Extension (Year 4 of 4) and Contract Limit Increase Approval (Metro LED, LLC in the amount not to exceed $2,600,000)
Summary: Presented by: Mr. Richard Boyd, Director of Design & Construction, Division of Operations
Request: It is requested that the Board of Education approve the contract extension for ITB 18-752-045 for Cabinet Sign Replacement Services to Metro LED, LLC. The requested approval is for:
One additional year, the fourth of four (4) one-year contract renewal options; and
A limit increase for the previous cabinet sign replacement and maintenance contract, to fund a districtwide upgrade project from previous $300,000 annual limit to the amount not to exceed $2,600,000 for the fourth renewal term through January 24, 2024.
Why: This request is a contract extension and limit increase for Metro LED, LLC to provide services for cabinet sign replacements at various locations throughout the district on an as needed basis in a timely and cost-effective manner. This request extends the agreement for an additional year through January 21, 2024, with a limit increase from $300,000 to the amount not to exceed $2,600,000.
Details: A formal Invitation to Bid for cabinet sign replacement services was issued on June 21, 2018. Bids were received on August 2, 2018, from three vendors, reviewed and deemed responsive to the requirements of the solicitation. The contract was awarded based on the review and evaluation of the bids received. Metro LED, LLC, submitted the lowest responsive and responsible bid and was awarded the contract to perform cabinet sign replacement services as set forth in the bid documents. This recommendation is for the fourth of four (4) one-year (1-year) contract renewal options with a limit increase from $300,000 to the amount not to exceed $2,600,000. Metro LED, LLC, is located at 1750 Breckinridge Pkwy, Suite #200, Duluth, GA, 30096.
This limit increase is recommended due to an increase in the number of signs to be installed to update the communication methods at each of the DeKalb County School District properties district wide. The previously approved amount of $300,000 was to service schools that desired to update the existing cabinet or marquee signs on the property at the expense of the school or a donation. The Operations Division has initiated a program to update the marquee signs district wide to update the exterior façade and to provide a communication mechanism for the students, parent, and the community through the proposed contract extension and limit increase. All the proposed signs will have electronic LED reader board that may be programed remotely. Metro LED, LLC, will provide training to the school staff on the operation of the sign. They will also provide maintenance of the signs.
School sites that are currently without an electronic reader board sign will receive a new sign. Those schools that currently have an electronic reader board sign will receive an updated LED reader board. All signs will use the same communication software.
Due to the specific design of the signs per the 2018 bidding process, the Operations Division is requesting to continue with the current vendor for the districtwide upgrade project. The purpose of the sign installations is to upgrade the communication capabilities of all DCSD school sites. The use of a different vendor will conflict with the current DCSD Design Standards and the previously installed marquee signs. Also involved is the maintenance of the marquee signs and a single point of contact for the IT related cloud-based service of the reader boards. With this in mind, the Operations Division is requesting to continue with Metro LED as the vendor through a one-year extension and contract limit increase.
Financial impact: The total budget will not exceed $2,600,000 for District-Wide cabinet sign replacement services and will be allocated from cost code 100.2600.543009.00011.7520.9990.8013.040.0000, MAINT-SYS-PARTS & MAJOR WORK.
Contact: Mr. Richard H. Boyd, Director of Design & Construction, 678.676.1483
Mr. Bobby Moncrief, Director of Facilities, 678.676.1478
Mr. Erick Hofstetter, Chief Operating Officer, 678-676-1475
Effective: Upon Board Approval
Status: Approved by General Counsel
Dekalb County Schools
Project cost Breakdown
School Cost
Chamblee MS 2x8 $22,180
Stephenson MS 2x8 $23,800
Tucker HS 4x8 $35,926
Chapel Hill MS 2x8 $22,200
Briar Vista ES 2x8 $22,200
Mary McLeod Bethune MS 2x8 $22,200
Columbia MS 2x8 $22,200
Salem MS 2x8 $22,200
Kingsley ES 2x8 $22,780
Rock Chapel ES 2x8 $22,200
Robert Shaw Traditional Theme School 2x8 $22,200
Princeton ES 2x8 $22,200
Lakeside HS 4x8 $34,376
Chamblee HS 4x8 $34,276
Cross Keys HS 4x8 $37,026
McNair HS 4x8 $35,426
Peachtree MS 4x8 $31,276
DeKalb School of the Arts HS 4x8 $35,426
Dr. Martin Luther King, Jr. HS 4x8 $38,826
Druid Hills HS 4x8 $37,026
Southwest DeKalb HS 4x8 $37,026
Cedar Grove HS 4x8 $36,026
Cedar Grove MS 2x8 $23,800
Panola Way ES 2x8 $22,200
Henderson Mill 2x8 $22,800
Pine Ridge 2x8 $22,200
DeKalb ESOTA 2x8 $22,200
Evansdale ES 2x8 $23,800
Rowland ES 2x8 $22,200
Stone Mill ES 2x8 $23,800
Dunwoody ES 2x8 $22,300
Montclair ES 2x8 $22,200
Dunaire ES 2x8 $23,780
Miller Grove MS 2x8 $22,200
E. L. Miller ES 2x8 $22,180
Flat Rock ES 2x8 $22,180
Lithonia MS 2x8 $23,800
Huntley ES 2x8 $22,200
McLendon ES 2x8 $22,200
Midvale ES 2x8 $22,200
Narvie J. Harris TTS 2x8 $22,200
Idlewood ES 2x8 $23,780
Hawthorne ES 2x8 $23,780
International Student Center $22,200
Ronald E. McNair Discovery Learning Center $22,200
Vanderlyn Elementary School $22,200
Margaret Harris Comprehensive School $22,200
Marbut Traditional Theme School $22,200
Shadow Rock Elementary School $22,800
Flat Shoals Elementary School $22,800
Avondale ES 2x8 $22,200
Chestnut ES 2x8 $23,800
Oak Grove ES 2x8 $23,800
Stoneview ES 2x8 $22,200
Allgood ES 2x8 $22,200
Miller Grove HS 4x8 $35,426
Austin ES 3x6 $38,540
John R. Lewis 3x6 $24,621
Barack H. Obama ES 3x6 $29,871
Peachcrest ES 3x6 $29,871
Rockbridge ES 3x6 $33,290
Doraville United ES 3x6 $24,621
A.I.C 4x8 P10 $78,462
Fernbank ES 3x6 $29,871
Early Learning Center 3x6 $24,621
High Tower ES 2x8 $22,200
Lithonia MS 2x8 $23,800
Warren TS 2x8 $21,000
Sign & Installation - 68 Schools Listed Above $1,803,990
Web Services and Cloud hosting
Total schools Per School Total Number of Schools
Cellular modem: setup/install/training $3,600 112
Server hosting & data (Covers Life of Warranty - 5 Years) $3,200 112
Sign and Install Total
Total Cost
$ 403,200
$ 358,400
$ 1,803,990
Total Sum
$ 2,565,590