Agenda Item
iv. RFP 24-578 for Synthetic Turf Maintenance Services (Not to exceed $381,250) ~ Updated 6.6.2024
Summary: Presented by: Champion Michelle Dillard, Chief of Schools, Division of Schools & Leadership
Request: It is requested that the Board of Education approve the award of RFP 24-578 DCSD District Wide Synthetic Turf Maintenance Services to Yellowstone Landscaping, not to exceed $381,250.
Why: DCSD desires to contract with Yellowstone Landscaping for the maintenance and servicing of all synthetic turf playing surfaces. Currently our district has 25 synthetic turf playing surfaces. The goal of this RFP is to help ensure our fields maintain their necessary safety requirements to reduce the number of injuries to our student athletes and maximize the longevity of the surfaces., thereby maximizing the economic investment of the synthetic playing surfaces.
Details: Specific details related to the scope of work for this Request for Proposal can be found on the DeKalb County School District’s solicitation website at https://dekalbschoolsga.ionwave.net/
The RFP was posted to IonWave on March 7, 2024, was advertised in the Champion Newspaper on March 7, 2024, and March 14, 2024. Electronic notifications were sent to 67 vendors from the DCSD Vendor Bid List, 493 vendors through the State of GA. Procurement Registry and 342 vendors through IonWave. Three (3) proposals were reviewed and two (2) were deemed responsive to the requirements of the solicitation. The two (2) proposals were evaluated by an evaluation committee, which consisted of three (3) staff members from the Athletics Department. Yellowstone Landscaping offered the district the most responsive bid.
Financial impact: The total budget for RFP 24-578 Yellowstone Landscaping. is allocated from the cost code (100.2600.530000.00011.7090.9990.8010.020.0000) Purchase Equipment - Athletics’ General Fund Budget in the amount not to exceed $381,250.
Contact: Mr. Erick Hofstetter, Chief Operating Officer, Division of Operations, 678-676-1447
Mr. James Jackson, Executive Director Athletics, Division of Schools & Leadership, 678-676-1824
Effective: Upon Board approval, services shall commence upon receipt of the fully executed contract/service agreement.
Status: Approved by General Counsel
March 27, 2024
RE: Sourcing Efforts Letter: RFP 24-578 District Wide Synthetic Turf Maintenance Services
Ms. Michelle Dillard,
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 RFP 24-578 District Wide Synthetic Turf Maintenance Services.
The Purchasing Department’s efforts include the website on March 7, 2024.
1) RFP 24-578 was posted to IonWave on March 7, 2024.
2) RFP 24-578 was advertised in the Champion Newspaper on March 7, 2024, and March 14,
2024.
3) Electronic notification sent to 67 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 342 vendors through IonWave.
If you are aware of any additional sourcing engines, please let us know so we may include those in our
process.
Three (3) proposals were reviewed and two (2) 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
Executive Director, Vendor Services
CLS\lw
c: Mr. James Jackson
Mr. Paris Burd
Mr. John Harwell
Robert R. Freeman Administrative Complex
1701 Mountain Industrial Blvd | Stone Mountain, GA 30083
678.676.0110 | www.dekalbschoolsga.org