Agenda Item
i. ITB 22-80 District-Wide Furniture, Fixtures & Equipment (FF&E) Contract Award Corporate Environments of Georgia, Ernie Morris Enterprises, Georgia Specialty Equipment, LLC., HCONE International Implex LLC., Lakeshore Learning Materials LLC., and School Specialty LLC., Contract Extension Ratification and Approval, Year 2 of 5 (not to exceed $1,100,000)
Summary: Erick Hofstetter, Chief Operating Officer, Division of Operations
Request: It is requested that the Board of Education approve the award of ITB 22-80, District-Wide Furniture, Fixtures & Equipment to Corporate Environments of Georgia, Ernie Morris Enterprises, Georgia Specialty Equipment, LLC., HCONE International Implex LLC., Lakeshore Learning Materials LLC., and School Specialty LLC., Contract Extension Ratification and Approval, Year 2 of 5. The most responsive and responsible firms whose bid best meets the requirements and criteria set forth in the ITB documents. This bid includes four (4) one (1)-year renewal options through 2027.
Why: To provide the DeKalb County School District with a pool of qualified FF&E vendors to purchase select furniture and equipment in support of all schools and facilities within the district. DCSD furniture purchases will fall into one of three categories: Line-Item Purchases, Warehouse Stock Purchases, and Catalog Discount.
Details: Furniture vendors provide furniture on an as needed basis for various schools, facilities, and the summer portable projects. District staff anticipates these expenditures not to exceed $1,100,000. In an effort to provide the best possible price for these services over the course of a year from multiple vendors, a district-wide furniture, fixtures & equipment bid was formally solicited.
An Invitation to Bid (ITB) was issued on December 2, 2021. A pre-proposal conference was held on December 14, 2022. Electronic notifications were sent to 68 vendors from the DCSD Vendor Bid List, 616 through the State of GA. Procurement Registry and 115 through IonWave. A total of five (5) bids were reviewed by the District’s Purchasing Department, and five (5) were deemed responsive and responsible to the requirements of the solicitation (See attached Sourcing Efforts Memorandum).
This recommendation is the first (1) extension of four (4) and runs from March 14, 2023, through March 13, 2024.
Board Policy DJE requires the Board of Education to approve the purchases or contracts if the total estimated cost of the goods and/or services to the school system exceeds $100,000.00.
Financial impact: It is anticipated that the cost for these services will not exceed over $1,100,000 this fiscal year and will be allocated from the General Fund Code: 100.2600.561500.00011.7620.9990.8010.040.0000
Contact: Erick Hofstetter, Chief Operating Officer, Division of Operations, 678.676.1470
Cedric A. Burse, Interim Director Business Services and Transportation Services, Division of Operations, 678.676.1385
Effective: Upon board approval
Status: Approved by General Counsel
CHRONOLOGY OF THE AGENDA ITEM
An Invitation to Bid (ITB) was issued on December 2, 2021, A pre-proposal conference
was held on December 14, 2022. Electronic notifications were sent to 68 vendors from
the DCSD Vendor Bid List, 616 through the State of GA. Procurement Registry and 115
through IonWave. A total of five (5) bids were reviewed by the District’s Purchasing
Department, and five (5) were deemed responsive and responsible to the requirements
of the solicitation (See attached Sourcing Efforts Memorandum). The recommendation
is based on the review and evaluation of the lowest, responsive and responsible bids
received.
At its business meeting on Monday, March 14, 2022, the DeKalb Board of Education
awarded of ITB 22-80, District-Wide Furniture, Fixtures & Equipment to Corporate
Environments of Georgia, Ernie Morris Enterprises, Georgia Specialty Equipment, LLC.,
NCONE International Implex LLC., Lakeshore Learning Materials LLC., and School
Specialty LLC.
This agenda item seeks that the Board of Education Ratify and Approval for the (2nd)
second of four (4) one-year (1-year) contract renewal options from March 12, 2023,
through March 13, 2024.