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
DATE RECEIVED: ______________
Request for Legal Assistance MATTER ASSIGNED TO: _________
DCSD Office of Legal Affairs ATTORNEY –
CLIENT COMMUNICATION
PLEASE SUBMIT COMPLETED REQUEST FORM TO DCSD OFFICE OF LEGAL AFFAIRS.
*** This request is a confidential communication and should be treated as such ***
DESCRIPTION OF REQUEST
Title of Item/Topic: _E-SPLOST- Contract Renewal- RFP#22-752-025-SCERM Program Management Services Contract
Renewal
(e.g., contract review, policy matter, etc.)
Date of request: _9.24.2024__________ Due Date: __9.24.2024_________ (Allow 3 to 5 business
days)
Background information/Detail: __ 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 $2,059,360.03. It is
further requested that the DeKalb County Board of Education ("the Board") approve Change Order number 4
modifying the renewal term to run from October 1, 2024 through May 21, 2025.
PROCUREMENT DETAILS (if applicable)
Include details confirming that all applicable DCSD procurement policies and requirements have been
adhered to: _N/A__________________________________________________________________________
______________________________________________________________________________
SUPPORTING DOCUMENTATION
Please attach/include any additional supporting documentation that are relevant to your request.
Description of supporting documentation, if any _(1) AECOM Contract Extension 2024-2025 (2) RFP 22-752-
025 Revised Appendix E - Master Agreement for Prog (3) COI Certificate of Insurance AECOM (4) Change Order
Renewal Agreement
REQUIRED AUTHORIZATION
Requested by: __Kea Arthur________________________________________________
Email: kea_arthur@dekalbschoolsga.org________________ Telephone: _678.676.1475_____________
Department: ______Operations_________________________________________________________
Cabinet Member authorizing the request: _______________________________________________
LEGAL APPROVAL
Approved as to form by the DCSD Office of Legal Affairs? x (HEH) Yes
☐ No
-OR- (check one only)
Approved as to form by Outside Legal Counsel? ☐ Yes ☐ No
*Referrals to Outside Legal Counsel must be coordinated and approved by the DCSD Legal Dept.
Approving Attorney (and law firm if Outside Counsel H. Eric Hilton, Esq.
Comments: __________________________________________________________________________
______________________________________________________________________________________