Agenda Item
iv. RFP 24-564 HVAC Repair and Installation Services Contract Award Approval (Total not to exceed $5,000,000)
Summary: Presented by: Mr. Erick Hofstetter, Chief Operating Officer, Division of Operations
Request: It is requested that the Board of Education approve the award of RFP 24-564 HVAC Repair and Installation Services to 5 Seasons Mechanical, ARS Mechanical LLC, HVAC Allies LLC, Mann Mechanical Company, Inc., Maxair Mechanical, Mechanical Services, Inc., Smith Mechanical Heating & Air, and Trane U.S. Inc., the most responsive, responsible bidders in accordance with the Request for Proposal documents and contract obligations identified therein, not to exceed amount collectively of $5,000,000.
Why: To approve the services contract award for HVAC Repair and Installation Services required by the District on an as-needed basis. This approval establishes a pool of qualified contractors that will provide HVAC repair and installation services throughout the District on an as-needed basis for both the Facilities Maintenance Department and the District’s E-SPLOST Capital Improvement Program.
Details: Specific details related to the scope of work for HVAC Repair and Installation Contractor Services can be found on the District’s solicitation website at http://www.dekalbschoolsga.org/ solicitations/.
HVAC contractors provide HVAC services on an as needed basis for the Facilities/Maintenance Department and the SPLOST Program. Every year these expenditures exceed $100,000. In an effort to provide the best possible price for these services over the course of a year from multiple vendors, a HVAC repair and installation contractor bid was formally solicited. This contract can be renewed annually for up to four (4) years through 2029.
The RFP was issued on September 21, 2023. Eight (8) bids for HVAC Repair and Installation Services were received on October 31, 2023. Based on the review and evaluation of the bids received, the following contractors will be responsible for providing HVAC repair and installation contractor services as outlined in the Request for Proposal document to 5 Seasons Mechanical, ARS Mechanical LLC, HVAC Allies LLC, Mann Mechanical Company, Inc., Maxair Mechanical, Mechanical Services, Inc., Smith Mechanical Heating & Air, and Trane U.S. Inc.
Financial impact: It is anticipated that the cost for these services may exceed $5,000,000 within a fiscal year and will be allocated from various General Funds and E-SPLOST charge codes. Board Policy DJE requires the Board of Education to approve the expenditure of any vendor that provides goods and/or services to the school system that may exceed $100,000.00 in purchases for the fiscal year.
Contact: Mr. Erick Hofstetter, Chief Operating Officer, Division of Operations, 678.676.1475
Mr. Bobby Moncrief, Director of Facilities Manager, Division of Operations, 678.676.1478
Effective: Upon Board Approval
Status: Approved by General Counsel
HVAC Repair and Installation Services
Final Evaluation Form - RFP No. 24-564
EVALUATION
FIRM'S RELEVANT EXPERIENCE AND EXPERTISE
QUALITY AND COMPLETENESS OF PROPOSAL
FIRM'S OVERVIEW/COMPANY PROFILE
TOTAL EVALUATION SCORE
EVALUATION RANKING
SCOPE OF SERVICES
COST OF SERVICES
REFERENCES
HVAC Repair and Installation Services
RFP 24-564
APPLICANTS POINTS AVAILABLE 45 90 90 15 15 45 300
5 Seasons Mechanical Score 45 90 78 13 15 45 286 1st
ARS Mechanical LLC Score 42 78 78 15 15 38 266 5th
HVAC Allies LLC Score 39 60 42 13 15 24 193 8th
Mann Mechanical Company, Inc. Score 39 84 90 13 15 45 286 1st
Maxair Mechanical Score 42 90 78 13 15 44 282 3rd
Mechanical Services, Inc. Score 39 90 78 15 15 43 280 4th
Smith Mechanical Heating & Air Score 39 90 54 15 15 38 251 7th
Trane U.S. Inc. Score 42 84 60 15 15 38 254 6th