Agenda Item
iii. Contract Renewal and Ratification – ITB 21-752-020 - HVAC Water Treatment Services to Superior Water Services, Inc. -Contract Renewal #3 of 4 (Not to exceed $200,000)
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 the contract renewal (and ratification) #3 of 4 for ITB 21-752-020 for HVAC Water Treatment Services to Superior Water Services, Inc. in the amount not to exceed $200,000.
Why: This approval request is for a contract renewal for Superior Water Services, Inc. to provide HVAC water treatment services providing efficient service and quality performance while reducing costs. This request extends the agreement for an additional year through September 23, 2025.
Approval of the contract renewal meets Strategic Goal Area 6: Organizational Excellence.
Details: On August 9, 2021, the Board approved the award of the contract to Superior Water Services, Inc. as the most responsive and responsible vendor to provide HVAC Water Treatment services district-wide. This request is for the third of four (#3 of 4) one (1) year renewal options. Superior Water Services, Inc. is located at 834 W. Atlanta Street, Marietta, GA 30060.
Financial impact: The total contract amount for these services in the amount not to exceed ­­­­­$200,000 will be allocated from the General Fund Budget, Hazmat/Abatement - 100.2600.541001.00011.7520.9990.8013.040.0000
Contact: Mr. Erick Hofstetter, Chief Operating Officer, Division of Operations, 678-676-1447
Mr. Bobby Moncrief, Director of Facilities, Division of Operations, 678-676-1478
Effective: Upon Board Approval
Status: Approved by the Office of Legal Affairs
CHRONOLOGY OF THE AGENDA ITEM
HVAC Water Treatment Services -
Contract Renewal (#3 of 4)
Scope: Contract Renewal of ITB 21-752-020 HVAC Water Treatment
Services to Superior Waters, Inc. to provide monthly services as specified in
the bid documents and Owner’s Criteria and Narrative Scope of Work.
Contract/Renewal Term:
The DeKalb Board of Education (“the Board”) approved the award of the
contract for an initial one (1) year term (beginning service start date of
September 24, 2021, for a Not to Exceed amount of $180,360.00 with four
(4), one (1) year options to renew subject to Board approval on a year-to-
year basis.
The renewals terms are as follows:
• Contract Year 2, Renewal #1 (1 of 4) – September 24, 2022, through
September 23, 2023, Not to Exceed $200,000.
• Contract Year 3, Renewal #2 (2 of 4) - September 24, 2023 - September
23, 2024, Not to Exceed $200,000
• Contract Year 4, Renewal #3 (3 of 4) - September 24, 2024 –
September 23, 2025, Not to Exceed $200,000.
o This current agenda item seeks the Board of Education
approval for the third of four (#3 of 4) one (1)year contract
renewal options.
Solicitation Process:
ITB 21-752-020 was competitively solicited through the Procurement
Department on January 28, 2021, and notification of the upcoming bid was
sent via email to 8 vendors from the DCSD vendor list and 653 vendors
through the State of GA Procurement Registry. The solicitation was
advertised in the Champion, posted on DCSD website and
DemandStar. Eight (8) representatives attended the virtual mandatory pre-
bid meeting on February 9, 2021, representing Six (6) firms. Two (2) bids
were received on March 30, 2021, for the HVAC Water Treatment Services.
Award Process:
On May 17, 2021, the DeKalb Board approved the award of ITB 21-752-020
HVAC Water Treatment Services to Nalco Company, LLC as the lowest
responsive, responsible bidder in accordance with the Invitation to Bid
documents.
Upon receipt of the contract for execution, the owner rescinded his interest
based on Dekalb County School District contractual terms and
requirements. Under guidance from general counsel, the Operations Division
requested that the Board award the contract to the second lowest responsive,
responsible bidder Superior Water Services, Inc. to provide monthly
services as specified in the bid documents for Facilities/Maintenance
Department.