Agenda Item
1. E-SPLOST VI - Contract Renewal - RFP #22-752-025 -ACERM Program Management Services Contract Renewal ~ Updated 10.7.2024
Summary: Presented by: Mr. Erick Hofstetter, Chief Operating Officer, Division of Operations
Request: In support of Strategic Goal Area 6 - Organizational Excellence, 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)).
Additionally, It is requested that the DeKalb County Board of Education ("the Board") approve Change Order #4 reducing the ACERM Option Year 2 (Contract Year 3) engagement by four months, from September 30, 2024, to May 31, 2025. The renewal term shall therefore be October 1, 2024 through May 31, 2025. All other contractual provisions, including the payment of any ACERM outstanding invoices and pending Task Orders shall remain in full force and effect.
The total Not-to-Exceed amount for this revised contract renewal of the ACERM Program Management Services Contract is $2,059,360.03.
Why: This approval request is for a contract renewal for ACERM to maintain professional program management services for the E-SPLOST Capital Improvement Program. The Change Order request reduces the term of renewal to an eight-month period from October 1, 2024, to May 31, 2025.
Approval of the contract renewal and Change Order supports 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 and for Change Order #4 revising the term of the renewal.
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 the amount of $2,059,360.03 for Program Management Services.
Contact: Mr. Erick Hofstetter, Chief Operating Officer, Division of Operations, 678.676.1447
Mr. Keith Ball, Executive Director of Capital Improvements & Facilities Services, 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.