Agenda Item
C. E-SPLOST ~ VI -Contract Award ~ RFP No. 25-752-004 ~ Capital Improvement Program Planning and Management Services ~ Hoar Program Management, LLC (Not to exceed $5,630,326) ~ Updated 1.13.2025
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 award of RFP No. 25-752-004 Capital Improvement Program (“CIP”) Planning and Management Services to Hoar Program Management LLC. The Board is requested to approve a not to exceed amount of $5,630,326 for Capital Improvement Planning and Year 1 of Capital Improvement Program Management services.
Why: Approval of the contract award will ensure the continued management of the DeKalb County School District’s (“DCSD”) Capital Improvement Program projects and begin the data collection and planning process for the DCSD’s next major capital improvement funding cycle, E-SPLOST VII, beginning July 2027.
The approval of this contract award meets Strategic Goal Area 6: Organizational Excellence.
Details: Specific details regarding the scope of work for this Request for Proposal (“RFP”) for Capital Improvement Program (“CIP”) Planning and Management Services can be found on the DeKalb County School District’s solicitation website at https://dekalbschoolsga.ionwave.net/.
A Request for Proposals (RFP) was competitively solicited October 31, 2024, for Capital Improvement Program Planning and Management Services through the Purchasing Department.
On December 10, 2024, proposals were received from two (2) firms. Both proposals were deemed responsive and evaluated by a selection committee. Both firms were short-listed and recommended by the selection committee to be interviewed. Interviews were conducted on December 20, 2024. Hoar Program Management LLC., submitted the most responsive and responsible proposal for program management services.
Hoar Program Management, LLC will be responsible for providing CIP Planning and Management and is located at 1100 Circle 75 Parkway, Ste. 850, Atlanta, Ga 30339.
Financial impact: RFP No. 25-752-004 Capital Improvement Program Planning and Management Services and year one of Capital Improvement Program Management in a not to exceed amount of $5,630,326 will be funded by E-SPLOST VI Project 90135. Program Management (306.8013.90136.MGTADMINDC).
Future year's costs will be brought to the Board upon the contract’s annual renewal, with each year’s cost adjusted to accommodate the fluctuating nature and size of DCSD’s capital improvement program.
Contact: Mr. Erick Hofstetter, Chief Operating Officer, Division of Operations, 678.676.1470
Mr. Hans Williams, Director, Planning & E-SPLOST Programming, Division of Operations, 678-676-1588
Effective: Upon Board Approval
Status: Approved by the Office of Legal Affairs
January 8, 2025
RE: Sourcing Efforts Letter – RFP 25-752-004 Capital Improvement Program Planning and Management
Services
Greetings Mr. Hofstetter,
Because the procurement process is constantly evolving and improving, the Purchasing Department
has developed a new customer service feature. The Procurement Department is now providing a
summary of sourcing efforts to the internal client for RFP 25-752-004 Capital Improvement Program Planning
and Management Services.
The Procurement Department’s efforts include:
1) RFP 25-752-004 was posted to IonWave on October 31, 2024.
2) RFP 25-752-004 was advertised in the Champion Newspaper on October 31, 2024, November 14,
2024, November 21, 2024, and November 28, 2024.
3) Electronic notification sent to 19 vendors from the DCSD Vendor Bid List.
4) Electronic notification sent to 1,208 vendors through the State of GA Procurement Registry.
5) Electronic notification sent to 667 vendors through IonWave.
If you are aware of any additional sourcing engines, please let us know so we may include those in our
process.
Two (2) proposals were reviewed and two (2) deemed responsive to the requirements of the solicitation.
Please feel free to reach out to me at 678 676-0120 with any questions or concerns.
Regards,
Carla L. Smith
Carla L. Smith
Executive Director, Vendor Services
CLS\WFC
c: Mr. Keith Ball
Mr. Hans Williams
Mr. Fred Christopher
Robert R. Freeman Administrative Complex
1701 Mountain Industrial Blvd | Stone Mountain, GA 30083
678.676.0110 | www.dekalbschoolsga.org