Agenda Item
i. RFP 24-557 Supplemental Custodial Services Contract Award Approval (Not to exceed $9,000,000) ~ Updated 5.6.2024
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 24-55 Supplemental Custodial Services to, KleanPro Facility Services, LLC, Pinnacle Maintenance Services Inc., Building Maintenance Services, Inc., and American Facility Services, Inc., the most responsive, responsible bidders in accordance with the Request for Proposal documents and contract obligations identified therein, for a not to exceed amount collectively of $9,000,000.
Why: To approve the services contract award for Supplemental Custodial Services required by the District on an as-needed basis. This approval establishes a pool of qualified contractors that will provide Supplemental Custodial Services throughout the District on an as-needed basis for both the Facilities Maintenance Department and the District’s ESPLOST Capital Improvement Program.
Details: Specific details related to the scope of work for Supplemental Custodial Services can be found on the District’s solicitation website at http://www.dekalbschoolsga.org/soliciations/.
Supplemental Custodial Services contractors provide Supplemental Custodial services on an as needed basis for the Facilities/Maintenance Department and the SPLOST Program. Every year, these expenditures exceed $100,000. A Custodial Services contractor bid was formally solicited from multiple vendors to provide the best possible price for these services over a year. This contract can be renewed annually for up to four (4) years through 2029.
The RFP was issued on February 8, 2024. The notification of the upcoming bid was emailed to 57 vendors from the DCSD vendor list, 1331 vendors through the State of GA Procurement Registry, and 207 vendors through IonWave. Eight (8) bids for Supplemental Custodial Services were received on March 14, 2024, and deemed responsive to the solicitation requirements.
Based on the review and evaluation of the bids received, the following contractors will provide Supplemental Custodial contractor services as outlined in the Request for Proposal document to KleanPro Facility Services, LLC, Building Maintenance Services, Inc., Pinnacle Maintenance Service, Inc., and American Facility Services, Inc.
Financial impact: The total contract amount for these services per fiscal year in the amount not to exceed $9,000,000 will be allocated from the General Fund Budget, Deferred Maintenance (100.2600.543013.00011.7520.9990.8013.040.0000).
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 BOE approval.
Status: Approved by General Counsel
CHRONOLOGY OF THE AGENDA ITEM
The solicitation RFP 24-557 for Supplemental Custodial Services was posted on February 8,
2024. Eight (8) bids were received on March 14, 2024 for Supplemental Custodial Services.
Based on the review and evaluation of the bids received, the bid was awarded to four (4)
Supplemental Custodial Services contractors. The four (4) companies are KleanPro Facility
Services, LLC, Pinnacle Maintenance Services, Inc., Building Maintenance Services, Inc., and
American Facility Services, Inc.
Over the last two years, it has become increasingly difficult to ensure that the schools are ready
for the students and staff on Day One of the school year. The reasons vary from vacant custodial
positions, custodial staff needing time off for vacation, shortened summer, summer programs
lasting longer, etc... During the year, various events, emergency or planned, occur that require
extra custodial efforts that is difficult for the District to provide the support that is needed to
maintain the schools in a Day One readiness status.
This approval establishes a qualified pool of contractors that will provide Supplemental Custodial
Services contracting services throughout the District, on an as-needed basis for both the Facilities
Maintenance Department and the District’s E-SPLOST Capital Improvement Program.