Agenda Item
ii. Bid 23-417 Portable Air Condition (A/C) Units Contract Award Extension Approval of year 1 of 4 (not to exceed $1,200,000)
Summary: Presented by: Mr. Erick Hofstetter, Chief Operating Officer, Division of Operations
Request: It is requested that the Board of Education approve the contract extension of Portable Air Condition (A/C) Bid 23-417 to Sun Belt Rentals, Inc. and Spot Coolers, Inc. for an additional year in the amount not to exceed $1,200,000.00.
Why: This request is a contract extension to allow for the rental of portable air conditioning units on an as-needed basis as deemed necessary by the District. This request extends the agreement for an additional year through September 30, 2024.
Details: On September 12, 2022, the Board of Education approved Sun Belt Rentals, Inc. and Spot Coolers, Inc. as responsive and responsible bidders to provide access to portable air condition units on an as needed basis, at an affordable price. This recommendation is for the first of four (4) one-year contract renewal options.
Financial impact: The total budget for this service will be allocated from the cost code (100.2600.543013.00011.7520.9990.8013.040.0000) under the Facilities Deferred Maintenance Budget in the amount not-to-exceed $1,200,000 this fiscal year.
Contact: Mr. Erick Hofstetter, Chief Operating Officer, Division of Operations, 678.676.1376
Mr. Bobby Moncrief, Director of Facilities, Division of Operations, 678.676.1478
Status: Approved by General Counsel
May 15, 2023
VIA EMAIL
contractteam@sunbeltrentals.com
Sunbelt Rentals, Inc.
2341 Deerfield Drive
Fort Mill, SC 29715
ATTN: Nicole Jones, Contract Manager
Reference: Bid No. 23-417, Portable Air Condition (A/C) Units
Dear Ms. Jones:
As a result of the excellent service provided by Sunbelt Rentals, Inc., the DeKalb County School District (“DCSD”)
desires to renew the award of Bid No. 23-417, Portable Air Condition (A/C) Units for one (1) year on the same terms,
conditions and pricing as stated in the bid. The purpose of this letter is to obtain Sunbelt Rentals, Inc.’s acceptance
of DCSD’s offer to renew the award of Bid No. 23-417.
The renewal is subject to the DeKalb County Board of Education’s (“Board”) approval and will be effective from
September 12, 2023 through September 11, 2024. Of course, we will notify you once the Board has approved the
renewal. DCSD appreciates Sunbelt Rentals, Inc.’s consideration of this offer to renew the award of Bid No. 23-417.
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
lakesia_watkins@dekalbschoolsga.org no later than Monday, May 22, 2023. Insurance policy or policies must be
maintained throughout the term of this agreement. A copy of the insurance requirements is included.
Best regards,
Carla L. Smith
Carla L. Smith
Executive Director, Vendor Services
CLS/lw
c: Mr. Erick Hofstetter
Mr. Bobby Moncrief
ACKNOWLEDGMENT
Sunbelt Rentals, Inc. hereby accepts DeKalb County School District’s offer to renew the award of Bid No. 23-417,
Portable Air Condition (A/C) Units, at the same prices, terms and conditions as the original award, until September
11, 2024. Sunbelt Rentals, Inc. understands this acceptance is subject to the approval of the DeKalb County Board
Nicole
Digitally signed by: Nicole Jones
of Education. DN: CN = Nicole Jones email =
nicole.jones@sunbeltrentals.com
C = AD O = Sunbelt Rentals, Inc.
________________________ ________________________
May 16, 2023
Jones
OU = Customer Contract
Manager
Authorized Signatory
Date: 2023.05.16 10:21:59 -04'00'
Date
Nicole Jones
________________________ Contract Manager
________________________
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