Agenda Item
i. Extension (Renewal)-Bid No. 20-27 Large Equipment (Renewal Year 4 of 4) to Douglas Equipment (not to exceed $1,200,000 for SY 23-24)
Summary: Mr. Erick Hofstetter, Chief Operating Officer, Division of Operations
Request: It is requested that the Board of Education approve the renewal of Bid 20-27, purchase of large equipment to Douglas Equipment in the amount not to exceed $1,200,000 for SY 23-24. This request extends the agreement with Douglas Equipment an additional year from August 1, 2023 through July 31, 2024. This is the fourth of four (4) one-year (1-year) Contract Renewal options.
Why: The goal of School Nutrition Services is to consistently acquire foodservice commercial equipment which is essential for meal preparation and efficient operation of food production.Several types of large equipment include, but not limited to steamers, combi ovens, heated cabinets, tilting skillet, and milk boxes. This will enable School Nutrition Services (SNS) to provide health reimbursable meals for DeKalb County students.
Details: Bid 20-27 Large Equipment was competitively solicited May 23, 2019. Five (5) vendors responded to the solicitation. School Nutrition Services evaluation panel selected four (4) of the five (5) vendors: (1) BHS Foodservice Solutions, (2) Citisco, (3) Douglas Equipment, and (4) Mobile Fixture & Equipment as the most responsible and responsive bidders.
Due to an excellent level of service provided, Bid 20-27 was extended with three of the four award vendors for SY 2020-2021. (1) Citisco, (2) Douglas Equipment, and (3) Mobile Fixture & Equipment. The fourth vendor, BHS, discontinued operations.
School Nutrition Services (SNS) requested to extend Bid 20-27 for SY 2022-2023 with the same terms and conditions as the original term contract from August 1, 2022, through July 31, 2023. Based on the current supply chain shortages, only Douglas Equipment responded.
In addition, SNS requests to extend Bid 20-27 for another year with the same terms and conditions as the original term contract from August 1, 2023, through July 31, 2024, and Douglas Equipment accepted.
Douglas Equipment has indicated an average price increase of 15% for SY 2023-2024. DCSD price provision allows price change at the extension/ renewal anniversary commencing August 1, 2023. The vendor must supply the Purchasing Department of the DCSD with written proof from the manufacturer when (if) price changes occur. The written notification from the manufacturer (for DCSD) may specify actual dollar changes or may specify the change as a percentage.
The price increase reflects the cost of raw materials (plastic resins, high heat materials), stainless steel, packaging, labor, energy and transportation. The suppliers continue to invest in the future with new materials, technologies, and innovative products to help enhance foodservice efficiency, safety, and sustainability.
Kitchen equipment not covered by Bid 20-27 awarded to Douglas Equipment will be obtained by requesting quotes outlined by DCSD Board Policy from multiple foodservice equipment vendors. An attached copy of kitchen equipment provided by Douglas Equipment and items that will require quotes are included in the supporting documents.
Year 1 is the initial year of the contract with the option of 4 renewals totaling 5 years. This is the fourth of 4 extensions allowed.
Financial impact: There is no financial impact to the General Fund. School Nutrition Services is a self-supporting entity with revenue based on meal participation and supplemental sales. Funds will be paid from GL account 622.3100.573000.00062.8200.9990.8015.040.0000.
Contact: Mr. Erick Hofstetter, Chief Operating Officer, Division of Operations, 678.676.1470
Dr. Connie R. Walker, Executive Director of School Nutrition Services, Division of Operations, 678.676.1780
Status: Approved by General Counsel
DATE (MM/DD/YYYY)
CERTIFICATE OF LIABILITY INSURANCE 3/15/2023
THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS
CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES
BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED
REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER.
IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed.
If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on
this certificate does not confer rights to the certificate holder in lieu of such endorsement(s).
CONTACT
PRODUCER
NAME: Sandra M Pierce
Bankers Insurance, LLC dba BI Insurance Agency, LLC PHONE FAX
One Stafford Commons (A/C, No, Ext): 304-431-7039 (A/C, No):
E-MAIL
Princeton WV 24740 ADDRESS: spierce@bankersinsurance.net
INSURER(S) AFFORDING COVERAGE NAIC #
License#: 6387078 INSURER A : Westfield National Insurance Company 24120
DOUGEQU-01
INSURED INSURER B : Employers Preferred Insurance Company 10346
Douglas Equipment, Douglas Food Stores, Inc.
INSURER C : Westfield Insurance Company 24112
dba Douglas Equipment
301 North Street INSURER D :
Bluefield WV 24701 INSURER E :
INSURER F :
COVERAGES CERTIFICATE NUMBER: 511833061 REVISION NUMBER:
THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD
INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS
CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS,
EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS.
INSR ADDL SUBR POLICY EFF POLICY EXP
LTR TYPE OF INSURANCE INSD WVD POLICY NUMBER (MM/DD/YYYY) (MM/DD/YYYY) LIMITS
A COMMERCIAL GENERAL LIABILITY BOP4533485 3/20/2023 3/20/2024 EACH OCCURRENCE $ 1,000,000
DAMAGE TO RENTED
CLAIMS-MADE OCCUR PREMISES (Ea occurrence) $ 500,000
MED EXP (Any one person) $ 5,000
PERSONAL & ADV INJURY $ 1,000,000
GEN'L AGGREGATE LIMIT APPLIES PER: GENERAL AGGREGATE $ 2,000,000
PRO-
POLICY JECT LOC PRODUCTS - COMP/OP AGG $ 2,000,000
OTHER: $
A COMBINED SINGLE LIMIT $ 1,000,000
AUTOMOBILE LIABILITY BOP4533485 3/20/2023 3/20/2024 (Ea accident)
X ANY AUTO BODILY INJURY (Per person) $
OWNED SCHEDULED BODILY INJURY (Per accident) $
AUTOS ONLY AUTOS
NON-OWNED
X HIRED
AUTOS ONLY
X AUTOS ONLY
PROPERTY DAMAGE
(Per accident) $
$
A UMBRELLA LIAB X OCCUR BOP4533485 3/20/2023 3/20/2024 EACH OCCURRENCE $ 2,000,000
EXCESS LIAB CLAIMS-MADE AGGREGATE $
X RETENTION $ $
DED 0
PER OTH-
B WORKERS COMPENSATION EIG458882802 8/1/2022 8/1/2023 X STATUTE X ER WV Broad Form
AND EMPLOYERS' LIABILITY Y/N
ANYPROPRIETOR/PARTNER/EXECUTIVE E.L. EACH ACCIDENT $ 1,000,000
OFFICER/MEMBER EXCLUDED? N/A
(Mandatory in NH) E.L. DISEASE - EA EMPLOYEE $ 1,000,000
If yes, describe under
DESCRIPTION OF OPERATIONS below E.L. DISEASE - POLICY LIMIT $ 1,000,000
C Installation BSP145024Q 3/20/2023 3/20/2024 Any One Location 143,500
Limit Per Disaster 287,000
DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required)
Laurence Douglas and Patricia Douglas are excluded from Workers Compensation coverage
CERTIFICATE HOLDER CANCELLATION
SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE
THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN
ACCORDANCE WITH THE POLICY PROVISIONS.
"For Information Only" AUTHORIZED REPRESENTATIVE
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