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