Agenda Item
ii. Bid 23-417 Portable Air Condition (A/C) Units Contract Award Extension Approval of Year 2 of 4 (Not to exceed $1,750,000)
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 $1,750,000.
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 from September 12, 2024 through September 11, 2025.
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 second of four (4) one -year contract (1 year) 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 $1,750,000 this fiscal year.
Contact: Mr. Erick Hofstetter, Chief Operating Officer, Division of Operations, 678.676.1475
Mr. Bobby Moncrief, Director of Facilities, Division of Operations, 678.676.1478
Effective: Upon BOE approval.
Status: Approved by General Counsel
March 18, 2024
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, 2024 through September 11, 2025. 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
Latrice_Brown@dekalbschoolsga.org no later than Friday, March 22, 2024. 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
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, 2025. Sunbelt Rentals, Inc. understands this acceptance is subject to the approval of the DeKalb County Board
of Education.
Nicole Jones
________________________ ________________________
03/20/2024
Nicole
Digitally signed by: Nicole Jones
Authorized Signatory Date DN: CN = Nicole Jones email =
nicole.jones@sunbeltrentals.com
C = AD O = Sunbelt Rentals, Inc.
Nicole Jones
________________________ ________________________
Jones
OU = Customer Contract
Manager
Name (Typed or Printed) Title of Authorized Signatory
Date: 2024.03.20 11:56:35 -04'00'
Robert R. Freeman Administrative Complex
1701 Mountain Industrial Blvd | Stone Mountain, GA 30083
678.676.0110 | www.dekalbschoolsga.org