Agenda Item
ii. Contract Renewal and Ratification ~ RFP 20-752-029 ~ Cliff’s Fire Extinguisher Co., Inc. ~ Fire Safety Services ~ Renewal #4 of 4 (Not to exceed $375,000)
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 ratification and contract renewal for RFP 20-752-029 for Fire Safety Services to Cliff’s Fire Extinguisher Co., Inc., for an additional year in an amount not to exceed $375,000. This is the fourth of four (#4 of 4) contract renewals. Ratification is required from November 2024.
Why: This request is a ratification and final contract renewal option (#4 of 4) for Cliff’s Fire Extinguisher Co., Inc., to perform testing, inspections and repairs to the fire alarm, sprinkler and fire suppression systems for all schools and centers district wide.
Approval of the contract renewal meets Strategic Goal Area 6: Organizational Excellence.
Details: On September 14, 2020, the Board approved Cliff’s Fire Extinguisher Co., Inc., as the most responsive and responsible Offeror to provide fire safety services district-wide. This recommendation is for the ratification and renewal of the fourth of four (#4 of 4) one-year (1-year) contract renewal options.
Cliff’s Fire Extinguisher Company, Inc. is located at 311 Bell Park Drive, Woodstock, GA 30013.
Financial impact: The total budget for fire safety services is allocated from the cost code (100.2600.543013.00011.7520.9990.8013.040.0000) under the Operations’ Division General Fund Budget in the amount not-to-exceed $375,000.
Contact: Mr. Erick Hofstetter, Chief Operating Officer, Division of Operations, 678-676-1447
Mr. Keith Ball, Executive Director of Facilities and Capital Improvement, Division of Operations, 678-676-1478
Effective: Upon Board Approval
Status: Approved by Legal
CHRONOLOGY OF THE AGENDA ITEM
Fire Safety Services
RFP 20-752-029
Cliff’s Fire Extinguisher Company, Inc-
Ratification and Contract Renewal 2025
Contract Renewal (#4 of 4)
Scope:
Ratification and Contract Renewal – RFP 20-752-029 – Fire Safety Services – Cliff’s
Fire Extinguisher Company, Inc. – to provide fire safety services of testing,
inspections and repairs to fire alarms, sprinkler, and fire suppression systems
districtwide.
Contract/Renewal Terms
The DeKalb County Board of Education (“the Board”) approved the award for an
initial one (1) year term for a Not to Exceed amount of $375,000 with four (4),
one (1) year options to renew subject to Board approval on an annual basis.
The contract renewal terms are as follows:
• November 12, 2020 -November 11, 2021 – Initial Contract Year 1 -
$375,000
• November 12, 2021 -November 11, 2022 – Contract Renewal #1 (1 of 4) -
$375,000
• November 12, 2022 – November 11, 2023 – Contract Renewal #2 (2 of 4) -
$375,000
• November 12, 2023 – November 11, 2024 – Contract Renewal #3 (3 of 4) -
$375,000
• November 12, 2024 – November 11, 2025 – Contract Renewal #4 (4
of 4) - $375,000*
o This is the final renewal option that can be exercised under this
contract.
Solicitation Process
RFP 20-752-029 -Fire Safety Services was issued on May 28, 2020, and notification
of the upcoming bid was sent via email to 27 vendors from the DCSD vendor list
and 894 vendors through the State of GA Procurement Registry. The solicitation
was advertised in the Champion, posted on DCSD website and DemandStar.
Sixteen (16) representatives attended the virtual mandatory pre-proposal meeting
on June 11, 2020, representing seven (7) firms. Three (3) proposals were received
on July 30, 2020, for the Fire Safety Services Project. All proposals were deemed
responsive and were evaluated by a selection committee.
Award Process
On Monday, September 14, 2020, The DeKalb County Board of Education approved
the award of RFP 20-752-029 to Cliff’s Fire Extinguisher Co., Inc. to be responsible
for testing, inspections, and repairs to the fire alarm, sprinkler and fire suppression
systems for the DeKalb County School District schools and facilities, for an initial one-
year term with four (4) one-year options to renew subject to Board approval on a
year-to-year basis.