Agenda Item
ii. Contract – Cooperative Agreement - Hellas Construction, Inc. – RFP No. 031622 – Artificial Turf and Track Maintenance, Installation, Related Equipment, Materials, Supplies and Supplemental Services, District Wide (Not to exceed $500,000)
Summary: Presented by: Mr. Erick Hofstetter, Chief Operating Officer, Division of Operations
Request: It is requested that the DeKalb County School Board of Education approve DeKalb County School District (“DCSD”) use of Sourcewell Solicitation Request for Proposal (“RFP”) #031622 for Artificial Turf and Tracks with Installation, Related Equipment, Materials, and Supplies for FY2024-2025.
The award is for a Cooperative Agreement for Track Maintenance, Installation, Related Equipment, Materials, Supplies and Supplemental Services, District Wide on an as-needed basis, in a not to exceed amount of $500,000.
Why: Approval of the use of the Cooperative Agreement through Sourcewell with Hellas Construction, Inc. will allow for playground equipment repairs, replacements, and outdoor equipment installation services district-wide leveraging the buying power of Cooperative Agreements resulting in increased economies of scale and efficiencies regarding reduced construction cost and administrative oversight.
The approval of this award meets:
Strategic Goal Area 1. Student Academic Success with Equity and Access
Strategic Goal Area 2. School, Family and Community Engagement, and
Strategic Goal Area 6. Organizational Excellence
Details: The Division of Operations is requesting approval to utilize the Sourcewell (formerly known as National Joint Powers Alliance - NJPA) cooperative contract through Hellas Construction, Inc. On January 27, 2022, Sourcewell issued Solicitation RFP #031622 Artificial Turf and Track with Installation, Related Equipment, Materials, and Supplies, from which the Supplier (Hellas Construction, Inc.) was awarded a vendor contract. This contract is between Sourcewell, 202 12th Street Northeast, P.O. Box 219, Staples, MN 56479 (Sourcewell) and Hellas Construction Inc., 12000 West Parmer Lane, Austin, TX 78613 (Vendor).
This recommendation is based on the review and evaluation of the price quote provided by the Sourcewell contract regulations. The DeKalb County School District’s Standard Form of Fixed Price Construction Contract will be used.
Financial impact: The total contract amount for Artificial Turf and Track Maintenance, Installation, Related Equipment, Materials, Supplies and Supplemental Services, District Wide -not to exceed $500,000 will be allocated from the General Fund.
GL Code: 100.2600.543000.00011.7520.9990.8013.040.0000
Contact: Mr. Erick Hofstetter, Chief Operating Officer, Division of Operations, 678.676.1447
Mr. Richard H. Boyd, Director of Design and Construction, Division of Operations, 678.676.1483
Mr. Bobby Moncrief, Director of Facilities, Division of Operations, 678.676.1478
Effective: Upon Board Approval
Status: Approved by the Office of Legal Affairs
Request for Legal Assistance
DCSD Office of Legal Affairs
ATTORNEY – CLIENT COMMUNICATION DATE RECEIVED: ______________
MATTER ASSIGNED TO: ________
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: __Legal Review and Approval – Board Agenda Item Only_____________
(e.g., contract review, policy matter, etc.)
Date of request: _9/11/2024__________ Due Date: __9/17/2024_________ (Allow 3 to 5 business days)
Background information/Detail: __ Contract – Cooperative Agreement - Hellas Construction, Inc. – RFP
No. 031622 – Artificial Turf and Track Maintenance, Installation, Related Equipment, Materials,
Supplies and Supplemental Services, District Wide –Not to Exceed $500,000
PROCUREMENT DETAILS (if applicable)
Include details confirming that all applicable DCSD procurement policies and requirements have been
adhered to: _________________________________________________________________________________
____________________________________________________________________________________________
SUPPORTING DOCUMENTATION
Please attach/include any additional supporting documentation that are relevant to your request.
Description of supporting documentation, if any _Chronology, BAI, and all applicable
documents______________
REQUIRED AUTHORIZATION
Requested by: ___Darlene Y. Hughes___________________________________________________
Email: __darlene_hughes@dekalbschoolsga.org____________ Telephone:
____________________________________
Department: ______Operations Division__________________________________________________
Cabinet Member authorizing the request: _____Erick Hofstetter_______________________________________
LEGAL APPROVAL
Approved as to form by the DCSD Office of Legal Affairs? x Yes _____No
Approving Attorney: H. Eric Hilton
*If approved by outside counsel indicate approving attorney and law firm _________________ __ ___
Comments: ____________________________________________________________________________
______________________________________________________________________________________