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 ~ William “Buck” Godfrey Stadium Athletic Field and Track Renovations Project (Not to exceed $399,000) ~ Updated 11.7.2024
Summary: Presented by: Mr. Erick Hofstetter, Chief Operating Officer, Operations Division
Request: It is requested that the DeKalb County School Board of Education (“the Board”) approve DeKalb County School District (“DCSD”) use of Sourcewell 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 with Hellas Construction to provide General Contractor Services for the William “Buck” Godfrey Stadium athletic field and track renovation project in a not to exceed amount of $399,000.
Hellas Construction, Inc. will perform general contractor services to renovate the track and athletic field to meet the Georgia High School Association (GHSA) standards.
Why: Approval of the use of the Cooperative Agreement through Sourcewell with Hellas Construction, Inc. will allow DCSD to address the immediate need to make repairs and renovations to the William “Buck” Godfrey Stadium athletic field and track. Utilizing this cooperative agreement with an approved contractor will expedite completion of the project to meet the minimum competition standards as required by the GHSA to host a State of Georgia Regional Track and Field meet in Spring 2025.
The approval of this award meets:
Strategic Goal Area 6. Organizational Excellence
Details: The Division of Operations is requesting to utilize a Sourcewell (formerly known as National Joint Powers Alliance) cooperative contract. Sourcewell Solicitation Number: RFP #031622 contract permits artificial turf and tracks with installation, related equipment, materials, and supplies. 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 financial impact of the contract award for Artificial Turf and Track Installation, Track Maintenance, Related Equipment, Materials, and Supplies and Supplement Services in the Not to Exceed $399,000 will be allocated from the General Fund Code: 100.2600.571500.00011.7520.9990.8013.040.0000
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 a fully executed contract
Status: Approved by the Office of Legal Affairs
CHRONOLOGY OF THE AGENDA ITEM
Contract Award – Cooperative Agreement
Sourcewell RFP No. 031622 - Hellas Construction, Inc.
Scope: Contract Award – Cooperative Agreement – Hellas Construction, Inc.
- Track Maintenance, Installation, Related Equipment, Materials, Supplies
and Supplemental Services District Wide. Scope for this request can be
found in the Sourcewell RFP #031622 and is being sought for use for the
William “Buck” Godfrey Stadium athletic track and field repair and
renovation project.
Contract Term:
The Sourcewell Contract # 031622 is a four-year (4) contract with a one (1)
year option to extend. Hellas Construction is one of multiple vendors
awarded Contract No. 031622 effective May 23, 2022, through May 26,
2026, with the option to extend for one (1) additional year through May 26,
2027.
Solicitation Process:
On January 27, 2022, Sourcewell issued a solicitation Request for Proposal
(“RFP”) #. 031622 - Track Maintenance, Installation, Related Equipment,
Materials, Supplies and Supplemental Services. Hellas Construction is one of
multiple vendors awarded Contract No. 031622 effective May 23, 2022,
through May 26, 2026, with the option to renew for one (1) additional year
through May 26, 2027.
Use of the cooperative agreement through Sourcewell, is pursuant to Board
Policy DJE D3(d) Exception Competitive Selection, found here:
https://simbli.eboardsolutions.com/Policy/ViewPolicy.aspx?S=4054&revid=Is
VaB6Z2x9NPZkwqJm84zQ==&ptid=amIgTZiB9plushNjl6WXhfiOQ==&secid=
&PG=6&IRP=0&isPndg=false
Award Process:
Hellas Construction Inc. was selected to utilize the Sourcewell cooperative
contract to expedite and complete immediate renovations and repairs to
William “Buck” Godfrey Stadium to host the State of Georgia Regional track
and field meet in Spring 2025.