Agenda Item
i. Contract Ratification and Extension ~ Ice Cream Products ~ Bid No. 20-22 to Hershey Creamery Company (Not to exceed $342,448 for SY24-25)
Summary: Presented by: Mr. Erick Hofstetter, Chief Operating Officer, Division of Operations
Request: It requested that the DeKalb County Board of Education (“the Board”) ratify and extend Bid 20-22 School Nutrition Ice Cream Products, to Hershey Creamery Company, in the amount not to exceed $342,448.00 for SY24-25. This request extends the agreement from October 1, 2024, through March 31, 2025.
Why: To offer Smart Snacks compliant à la carte snack items to Dekalb County School District (“DCSD”) students during the new solicitation process. Hershey Creamery Company supplies the School Nutrition Program with various ice cream products that meet Child Nutrition, USDA standards for Smart Snacks.
The approval of this contract award meets Strategic Goal Area 6: Organizational Excellence
Details: Bid 20-22 was approved at the September 9, 2019, Board meeting in the amount not to exceed $220,000. The contract is one (1) year with the option to exercise four (4) - one (1) year renewals. Contract renewal # 4 of 4 ended on September 30, 2024. This ratification and extension allow School Nutrition Services (“SNS”) to continue providing à la carte snack items to DCSD students through March 31, 2025.
Bid 25-22, the new Ice Cream Products solicitation, is currently being finalized for release in November 2024. SNS anticipates an award recommendation during the February 2025 Board meeting.
Hershey Creamery Company is located at 1611 Oakbrook Drive, Gainesville, GA 30507
Financial impact: Funds will be paid from General Ledger account 622.3100.563000.00062.8200.9990.8015.040.0000 in the amount not to exceed $342,448 for SY24-25.
Contact: Mr. Erick Hofstetter, Chief Operating Officer, Division of Operations, (678) 676-1447
Dr. Connie R. Walker, Executive Director of School Nutrition Services, (678) 676-1780
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: _10/4/2024__________ Due Date: __10/9/2024_________ (Allow 3 to 5 business days)
Background information/Detail: Contract Ratification and Extension - Ice Cream Products – Bid No.
20-22 to Hershey Creamery Company – Not to Exceed $342,448.00 for SY24-25, Ratification from
October 1, 2024, through March 31, 2025.
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: ____________________________________________________________________________
______________________________________________________________________________________