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
CHRONOLOGY OF THE AGENDA ITEM
The Dekalb County Board of Education approved the ITB 23-417 award to Sun Belt Rentals, Inc. and Spot
Coolers, Inc. on Monday, September 12, 2022. The companies provide portable air conditioning units on
an as-needed basis at an affordable price for an initial one-year term with four (4) one-year options to
renew, subject to Board approval on a year-to-year basis.
The Dekalb County Board of Education approved the first four (4) one-year renewals for ITB 23-417 with
Sun Belt Rentals, Inc., and Spot Coolers, Inc. on Monday, August 14, 2023,
This Agenda Item is to renew this ITB 23-417 with Sun Belt Rentals, Inc. and Spot Coolers, Inc. for the
second of four (4) one-year options to renew.