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)
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
CHRONOLOGY OF THE AGENDA ITEM
RFP 25-752-004
Capital Improvement Program Planning and Management Services
Contract Award
Scope:
Contract Award of RFP 25-752-004 Capital Improvement Program Planning and
Management Services to provide management of the DCSD capital improvement
program projects, data collection and planning for the next funding cycle, E-SPLOST
VII (July 2027).
Contract/Renewal Term:
The contract will begin upon Dekalb County Board of Education (“the Board”)
approval at the January 13, 2025, meeting and a subsequent fully executed
contract. The term of the contract shall be for one (1) year from the date of award
with options for four (4) one (1)- year renewals.
Solicitation Process:
In September 2024, the Board declined to renew the contract of ACERM for Program
Management Services. In October 2024 the Board approved the extension of the
ACERM contract through May 2025.
A Request for Proposals (RFP) was competitively solicited October 31, 2024, for
Capital Improvement Program Planning and Management Services through the
Purchasing Department. Notification of the RFP was sent via email to 19 vendors from
the DCSD Vendor Bid List, 1,208 vendors through the State of GA Procurement
Registry and 667 vendors through IonWave. The solicitation was advertised in the
Champion Newspaper, October 31, 2024, November 14, 2024, November 21, 2024,
and November 28, 2024, and posted on the DCSD website.
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.
Award
This request is to authorize DCSD to contract with Hoar Program Management
LLC, the most responsive and responsible offeror for program management services
based on the selection committee evaluation.