Agenda Item
iv. ITB 24-467 Catalog Discount Lawn Equipment, Repair Parts and Supplies Contract Award Approval (Not to exceed $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 award of ITB 24-467 Catalog Discount Lawn Equipment, Repair Parts, and Supplies to Ag-Pro Conyers in the amount not to exceed $200,000.
Why: This bid will allow for the timely and cost-effective purchase of Lawn Equipment, Repair Parts, and Supplies. 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.
Details: Specific details related to the scope associated with Catalog Discount Lawn Equipment, Repair Parts, and Supplies can be found on the District’s solicitation website at http://www.dekalbschoolsga.org/soliciations/.
In an effort to provide access to a broad spectrum of lawn equipment, repair parts, and supplies at the best possible price, which may be purchased over the course of a year from multiple vendors, the DeKalb County School District requested catalog discounts. This bid includes four (4) one (1)-year renewal options through 2029.
The ITB was posted on August 24, 2023. The solicitation was advertised in the Champion and posted on the DCSD website. Electronic notification was sent to twenty (20) vendors from the DCSD Vendor Bid List and 493 vendors through the State of GA Procurement Registry. Electronic notification was sent to 172 vendors through IonWave. Bids were received on September 19, 2023, from one (1) firm.
The one (1) firm deemed responsive by the District Purchasing Department is being recommended: Ag-Pro Conyers. Discounted quotes will be obtained from all awarded firms for purchasing needs.
This recommendation is based on the review and evaluation of the bids received. These vendors may exceed the $100,000 threshold for goods and/or services within a fiscal year.
Financial impact: Lawn Equipment, Repair Parts, and Supplies will be charged from various General Operations funds codes in the amount not to exceed $200,000.
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
September 20, 2023
RE: Sourcing Efforts Letter – ITB 24-467 Catalog Discount Lawn Equipment, Repair Parts, and Supplies
Mr. Erik Hofstetter,
Because the procurement process is constantly evolving and improving, the Purchasing Department
has developed a new customer service feature. The Purchasing Department is now providing a
summary of sourcing efforts to the internal client for ITB 24-467 Catalog Discount Lawn Equipment, Repair
Parts, and Supplies.
The Purchasing Department’s efforts include the website on August 24, 2023.
1) ITB 24-467 was posted to IonWave on August 24, 2023.
2) ITB 24-467 was advertised in the Champion Newspaper on August 24, 2023, and August 31, 2023.
3) Electronic notification sent to 20 vendors from the DCSD Vendor Bid List.
4) Electronic notification sent to 493 vendors through the State of GA Procurement Registry.
5) Electronic notification sent to 172 vendors through IonWave.
If you are aware of any additional sourcing engines, please let us know so we may include those in our
process.
One (1) proposal(s) were reviewed and deemed responsive to the requirements of the solicitation.
Please feel free to reach out to me at 678 676-0120 with any questions or concerns.
Regards,
Carla L. Smith
Carla L. Smith
Executive Director, Vendor Services
CLS\smg
c: Mr. Bobby Moncrief
Mr. Winward Hines
Robert R. Freeman Administrative Complex
1701 Mountain Industrial Blvd | Stone Mountain, GA 30083
678.676.0110 | www.dekalbschoolsga.org