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
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: _10/4/2024__________ Due Date: __10/9/2024_________ (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– William “Buck” Godfrey Stadium Athletic Field and Track
Renovations Project Not to Exceed $399,000.00
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, Contracts 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? Yes _____No
Approving Attorney_____________________________________________________________________
*If approved by outside counsel indicate approving attorney and law firm _________________ __ ___
Comments: ____________________________________________________________________________
______________________________________________________________________________________