Agenda Item
i. E-SPLOST VI - Contract Renewal - RFP #22-752-025 -ACERM Program Management Services - Contract Renewal No. 2 (Year 3) (Not to exceed $4,069,872.05)
Summary: Presented by: Mr. Erick Hofstetter, Chief Operating Officer, Division of Operations
Request: It is requested that the DeKalb County Board of Education ("the Board") approve contract renewal #2 for RFP No. 22-752-025 for Program Management Services to ACERM - (AECOM Technical Services, Inc. (AECOM) and Corporate Environmental Risk Management (CERM)) in the amount not to exceed $3,089,040.05.
Additionally, it is requested that the Board approve an increase of $980,832 to the contract renewal #2 amount to incorporate additional program staff requested by DeKalb County School District ("DCSD"). The cost for the additional staff will be based on rate tables approved as part of the original contract, but modified to include the additional positions.
The total Not-to-Exceed amount for contract renewal#2 of the ACERM Program Management Services Contract is $4,069,872.05.
Why: This approval request is for a contract renewal for ACERM to maintain professional program management services for the E-SPLOST Capital Improvement Program. This request extends the agreement for an additional year from October 1, 2024, to September 30, 2025.
Approval of the contract renewal meets Strategic Goal Area 6- Organizational Excellence
Details: On November 14, 2022, the Board approved ACERM - (AECOM in partnership with CERM) as the most advantageous vendor for program management services. As required by applicable law, an annual approval for extension of services under the Master Agreement for Program Management Services contract shall be presented to the Board for each succeeding year. This contract was executed on November 14, 2022. AECOM is located at 1360 Peachtree Street, Suite 500, Atlanta, GA 30309. This recommendation is for contract renewal #2 of 4, one (1) year contract renewal options.
Financial impact: The total contract extension will be allocated from the E-SPLOST VI cost code 306.8013.90236.MGTADMIN for a total not to exceed amount of $4,069,872.05 for Program Management Services.
Contact: Mr. Erick Hofstetter, Chief Operating Officer, Division of Operations, 678.676.1447
Mr. Richard Boyd, Director of Design and Construction, Division of Operations, 678.676.1483
Effective: Upon Board Approval and October 1, 2024, renewal date.
Status: Approved by Office of Legal Affairs
CHRONOLOGY OF THE AGENDA ITEM
Scope: Extension (Renewal) - Request for Proposal (RFP) 22-752-025 to
ACERM (AECOM Technical Services and Corporate Environmental Risk
Management (CERM). The Request for Proposal (RFP) is for Program
Management Services for the ESPLOST VI program.
Contract Term: The initial contract is from November 14, 2022, through
September 30, 2023, with options for renewal/extension for up to four (4)
years through September 30, 2027.
The renewal terms are as follows:
Initial Contract term – 11/14/2021 - 9/30/2023 -Not to Exceed $917,481.40
Yr. 1 Renewal – 10/1/2023 - 9/30/2024 - Not to Exceed - $1,290,852.52
Yr. 2 Renewal – 10/1/2024 - 9/30/2025 - Not to Exceed –
$3,089,040.52* (Current Year)
Yr. 3 Renewal – Not to Exceed - $3,018,970.31
Yr. 4 Renewal – Not to Exceed - $2,390,592.37
*An additional $980,832.00 is being requested for the Current Year renewal
Not to Exceed Amount for approval for a total amount of $4,069,872.05.
DeKalb County School District is requesting this increase to accommodate the
need for additional program staff.
Solicitation Process: RFP 22-752-025 was issued on March 3, 2022. On
April 12, 2022, proposals were received from two (2) firms. Both proposals
were responsive and evaluated by a selection committee. Both firms were
short-listed and recommended by the selection committee to be interviewed.
Interviews were conducted on May 19, 2022. ACERM (AECOM Technical
Services, Inc. (AECOM) in partnership with Corporate Environmental Risk
Management (CERM), submitted the most responsive and responsible
proposal for program management services.
Award Process: At its business meeting on Monday, November 14, 2022,
The DeKalb County Board of Education approved the award of RFP 22-752-
025 for Program Management Services to ACERM for an initial one-year term
with four (4) one-year options to renew subject to Board approval on a year-
to-year basis.
At its business meeting on Monday, September 11, 2023, the Board of
Education approved the extension of ACERM’s contract for the first one-year
extension period between October 1, 2023, through September 30, 2024.
This agenda item seeks the Board of Education’s approval to extend ACERM’s
contract for the second one-year extension period between October 1, 2024,
through September 30, 2025.