Agenda Item
iv. Tree Cutting and Trimming Services, ITB No. 21-752-010 Renewal Approval – Year 2 of 4 (Casey Tree Experts and Total Outdoor, LLC for an additional year in the amount not to exceed $1,000,000).
Summary: Presented by: Mr. Richard Boyd, Director of Design & Construction, Division of Operations
Mr. Erick Hofstetter, Chief Operating Officer, Division of Operations
Request: It is requested that the Board of Education approve the renewal for ITB 21-752-010 for tree cutting and trimming services district wide to Casey Tree Experts and Total Outdoor, LLC for an additional year March 1, 2023 - February 29, 2024, in the amount not to exceed $1,000,000.
Why: This request is a contract renewal for Casey Tree Experts and Total Outdoor, LLC to provide tree cutting and trimming services 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 February 29, 2024.
Details: On January 11, 2021, the Board of Education approved Casey Tree Experts, Richmond Tree Experts, Inc. and Total Outdoor, LLC as the most responsive and responsible offeror to provide tree cutting and trimming services. Richmond Tree Experts, Inc. did not meet the District’s insurance requirements for this second renewal term. This request extends the agreement for Casey Tree Experts and Total Outdoor, LLC for an additional year March 1, 2023 - February 29, 2024. This recommendation is for the second of four one-year (1-year) contract renewal options.
Financial impact: The total contract amount for these services in the amount not to exceed $1,000,000 will be allocated from the General Fund Budget, Deferred Maintenance, (100.2600.543013.00011.7520.9990.8013.040.0000)
Contact: Mr. Erick Hofstetter, Chief Operations Officer, 678.676.1470
Mr. Richard H. Boyd, Director of Design & Construction, 678.676.1483
Mr. Bobby Moncrief, Director of Facilities, 678.676.1478
Effective: Upon Board Approval
Status: Approved by General Counsel
November 16, 2022
VIA EMAIL
Total Outdoor, LLC
613 Baymist Court
Loganville, GA 30052
ATTN: James Chadwick, Owner
Reference: ITB 21-752-010 Tree Cutting and Trimming Services
Dear Mr. Chadwick:
As a result of the excellent service provided by Total Outdoor, LLC, the DeKalb County School District (“DCSD”)
desires to renew the award of ITB 21-752-010 Tree Cutting and Trimming Services for one (1) year on the same
terms, conditions and pricing as set forth in the License and Services Agreement between DCSD and Total Outdoor,
LLC dated March 1, 2021. The purpose of this letter is to obtain Total Outdoor, LLC’s acceptance of DCSD’s offer to
renew the License and Services Agreement.
The renewal is subject to the DeKalb County Board of Education’s (“Board”) approval and will be effective from
March 1, 2023 through February 28, 2024. Of course, we will notify you once the Board has approved the renewal.
DCSD appreciates Total Outdoor, LLC’s consideration of this offer to renew the award of ITB 21-752-010.
If accepted, please submit a copy of your company’s proof of insurance reflecting the coverage(s) stated within the
original solicitation document, sign the acceptance below and email both documents to
solicitationquestions@dekalbschoolsga.org no later than Monday, November 28, 2022. Insurance policy or policies
must be maintained throughout the term of this agreement. A copy of the insurance requirements is included. Feel
free to also fax the acceptance and your proof of insurance to 678-676-0170.
Best regards,
Carla L. Smith
Carla L. Smith
Executive Director, Vendor Services
CLS/lw
c: Mr. Richard Boyd
Mr. Bobby Moncrief
ACKNOWLEDGMENT
Total Outdoor, LLC hereby accepts DeKalb County School District’s offer to renew the award of ITB 21-752-010, Tree
Cutting and Trimming Services as set forth in the License and Services Agreement, until February 28, 2024. Total
Outdoor, LLC understands that this acceptance is subject to the approval of the DeKalb County Board of Education.
________________________ 11/16/2022
________________________
Authorized Signatory Date
James W. Chadwick
________________________ Owner
________________________
Name (Typed or Printed) Title of Authorized Signatory
Robert R. Freeman Administrative Complex
1701 Mountain Industrial Blvd | Stone Mountain, GA 30083
678.676.0110 | www.dekalbschoolsga.org