Agenda Item
viii. Contract Renewal ~ RFP 24-564 HVAC Repair and Installation Services ~ 5 Seasons Mechanical, ARS Mechanical LLC, HVAC Allies LLC, Mann Mechanical Company, Inc., MAXAIR Mechanical, Mechanical Services, Inc., Smith Mechanical Heating & Air, and Trane U.S. Inc. ~ Contract Renewal ~ # 1 of 4 (Not to exceed $7,000,000 Collectively)
Summary: Presented by: Mr. Erick Hofstetter, Chief Operating Officer, Division of Operations
Request: It is requested that the DeKalb County School District Board of Education (“the Board”) approve contract renewal one of four (#1 of 4) for RFP 24-564 HVAC Repair and Installation Services in the amount not to exceed $7,000,000 collectively to:
5 Seasons Mechanical
ARS Mechanical LLC
HVAC Allies LLC
Mann Mechanical Company, Inc.
MAXAIR Mechanical
Mechanical Services, Inc.
Smith Mechanical Heating & Air
Trane U.S. Inc.
Why: This request is for the contract renewal for 5 Seasons Mechanical, ARS Mechanical LLC, HVAC Allies LLC, Mann Mechanical Company, Inc., MAXAIR Mechanical, Mechanical Services, Inc., Smith Mechanical Heating & Air, and Trane U.S. Inc to provide HVAC Repair and Installation Services required throughout Dekalb County School District (“DCSD”) on an as-needed basis. This approval establishes a pool of qualified contractors that will provide HVAC maintenance and repair services for various remodeling, renovations, life safety, and maintenance and repair projects.
This request extends the agreement for the above captioned vendors for an additional year through 2026.
Approval of the contract renewal meets Strategic Goal Area 6: Organizational Excellence.
Details: On February 12, 2024, the Board of Education approved 5 Seasons Mechanical, ARS Mechanical LLC, HVAC Allies LLC, Mann Mechanical Company, Inc., MAXAIR Mechanical, Mechanical Services, Inc., Smith Mechanical Heating & Air, and Trane U.S. Inc as the most responsive and responsible offerors to provide district-wide HVAC Repair and Installation Services.
This request renews the contract for an additional year to the above-captioned vendors from May 24, 2025 -May 23, 2026.
5 Seasons Mechanical LLC is located at 6971 Peachtree Industrial Blvd., Ste A, Peachtree Corners, GA 30092
ARS Mechanical LLC is located at 7195 Turner Hill Road North, Lithonia, GA 30058
HVAC Allies LLC is located at 2479 Yolanda Trail, Ellenwood, GA 30294
Mann Mechanical Company, Inc. is located at 5370 Truman Drive, Ste K, Decatur, GA 30335
MAXAIR Mechanical is located at 814 Livingston Ct., Marietta, GA 30067
Mechanical Services, Inc. is located at 464 Porsche Avenue, Hapeville, GA 30254
Smith Mechanical Heating & Air is located at 27 Little Lake Rd., Phoenix City, AL 36867
Trane U.S. Inc. is located at 4000 Dekalb Technology Parkway, River Ridge, GA 30340
This recommendation is for the first of four (#1 of 4) one- (1) year contract renewal options.
Financial impact: The total contract amount for these services in the amount not to exceed $7,000,000 collectively will be allocated from the General Fund Budget, Repair & Maintenance Service (100.2600.543000.00011.7520.9990.8013.040.0000).
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, 678.676.1397
Effective: Upon Board Approval
Status: Approved by the Office of Legal Affairs
DATE (MM/DD/YYYY)
CERTIFICATE OF LIABILITY INSURANCE 12/04/2024
THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS
CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES
BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED
REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER.
IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed.
If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on
this certificate does not confer rights to the certificate holder in lieu of such endorsement(s).
PRODUCER CONTACT
NAME:
Brown & Brown Insurance Services, Inc. PHONE (954) 776-2222 FAX (954) 776-4446
(A/C, No, Ext): (A/C, No):
1201 W Cypress Creek Road E-MAIL 053.certs@bbrown.com
ADDRESS:
Suite 130 INSURER(S) AFFORDING COVERAGE NAIC #
Fort Lauderdale FL 33309 INSURER A : Amerisure Insurance Company 19488
INSURED INSURER B : Vantage Risk Specialty Insurance Company 16275
5 Seasons Mechanical, LLC INSURER C : MS Transverse Specialty Insurance Company 41807
6971 Peachtree Industrial Blvd. INSURER D : Vantage Risk Specialty Insurance Company 21105
INSURER E :
Peachtree Corners GA 30092 INSURER F :
COVERAGES CERTIFICATE NUMBER: 24/25 XSL Extension REVISION NUMBER:
THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD
INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS
CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS,
EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS.
INSR ADDL SUBR POLICY EFF POLICY EXP
LTR TYPE OF INSURANCE INSD WVD POLICY NUMBER (MM/DD/YYYY) (MM/DD/YYYY) LIMITS
COMMERCIAL GENERAL LIABILITY EACH OCCURRENCE $ 1,000,000
DAMAGE TO RENTED 1,000,000
CLAIMS-MADE OCCUR PREMISES (Ea occurrence) $
MED EXP (Any one person) $ 10,000
A Y Y CPP21151870401 09/04/2024 09/04/2025 PERSONAL & ADV INJURY $ 1,000,000
GEN'L AGGREGATE LIMIT APPLIES PER: GENERAL AGGREGATE $ 2,000,000
PRO- 2,000,000
POLICY JECT LOC PRODUCTS - COMP/OP AGG $
OTHER: $
AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT $ 1,000,000
(Ea accident)
ANY AUTO BODILY INJURY (Per person) $
A OWNED SCHEDULED Y Y CA20566621701 09/04/2024 09/04/2025 BODILY INJURY (Per accident) $
AUTOS ONLY AUTOS
HIRED NON-OWNED PROPERTY DAMAGE $
AUTOS ONLY AUTOS ONLY (Per accident)
$
UMBRELLA LIAB OCCUR EACH OCCURRENCE $ 5,000,000
B/C EXCESS LIAB CLAIMS-MADE P03XC0000069820 10/24/2024 09/04/2025 AGGREGATE $ 5,000,000
DED RETENTION $ 0 $
WORKERS COMPENSATION PER OTH-
AND EMPLOYERS' LIABILITY STATUTE ER
Y/N
ANY PROPRIETOR/PARTNER/EXECUTIVE E.L. EACH ACCIDENT $ 1,000,000
A OFFICER/MEMBER EXCLUDED? N N/A Y WC206853915 04/01/2024 04/01/2025
(Mandatory in NH) E.L. DISEASE - EA EMPLOYEE $ 1,000,000
If yes, describe under
DESCRIPTION OF OPERATIONS below E.L. DISEASE - POLICY LIMIT $ 1,000,000
Equipment Floater/Leased Rented
A Equipment CPP21151870401 09/04/2024 09/04/2025 Leased/Rented Equip. $250,000
$5,000
DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required)
RE:RFP 24-564, HVAC Repair & Installation Service
Dekalb County School District are included as Additional Insured with respects to General Liability and Commercial Automobile as required by written
contract. Waiver of Subrogation applies in favor of the certificate holder with respects to General Liability, Commercial Automobile, and Workers
Compensation.
CERTIFICATE HOLDER CANCELLATION
SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE
THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN
Dekalb County School District ACCORDANCE WITH THE POLICY PROVISIONS.
1701 Mountain Industrial Blvd
AUTHORIZED REPRESENTATIVE
Stone Mountain GA 30083
© 1988-2015 ACORD CORPORATION. All rights reserved.
ACORD 25 (2016/03) The ACORD name and logo are registered marks of ACORD
AGENCY CUSTOMER ID:
LOC #:
ADDITIONAL REMARKS SCHEDULE Page of
AGENCY NAMED INSURED
Brown & Brown Insurance Services, Inc. 5 Seasons Mechanical, LLC
POLICY NUMBER
CARRIER NAIC CODE
EFFECTIVE DATE:
ADDITIONAL REMARKS
THIS ADDITIONAL REMARKS FORM IS A SCHEDULE TO ACORD FORM,
FORM NUMBER: 25 FORM TITLE: Certificate of Liability Insurance: Notes
Insurer B: Vantage Risk Specialty Insurance Company
Excess Liability
Policy Number: P03XC0000069820
Policy Limit: $3,000,000/$3,000,000
Policy Period: 10/24/2024 - 09/04/2025
Insurer C: MS Transverse Specialty Insurance Company
Excess Liability
Policy Number: EMR0000058100
Policy Limit: $2,000,000/$2,000,000
Policy Period: 10/24/2024 - 09/04/2025
Insurer D: The North River Insurance Company
Excess Liability
Policy Number:5821219161
Policy Limit: $5,000,000/$10,000,000
Policy Period: 09/04/2024 - 10/24/2024
ACORD 101 (2008/01) © 2008 ACORD CORPORATION. All rights reserved.
The ACORD name and logo are registered marks of ACORD
POLICY NUMBER: CPP21151870401
POLICY NUMBER: CA20566621701 INSURED: 5 SEASONS MECHANICAL, LLC
CA20566621701
09/04/2024
5 Seasons Mechanical, LLC
POLICY NUMBER: CA20566621701
WORKERS COMPENSATION AND EMPLOYERS LIABILITY INSURANCE POLICY WC 00 03 13
(Ed. 4-84)
WAIVER OF OUR RIGHT TO RECOVER FROM OTHERS ENDORSEMENT
We have the right to recover our payments from anyone liable for an injury covered by this policy. We will not
enforce our right against the person or organization named in the Schedule. (This agreement applies only to the
extent that you perform work under a written contract that requires you to obtain this agreement from us.)
This agreement shall not operate directly or indirectly to benefit anyone not named in the Schedule.
Schedule
"Any person or organization required by written contract or certificate of insurance."
"This endorsement is not applicable in California, Kentucky, New Hampshire, New Jersey, Texas
and Utah."
The endorsement does not apply to policies or exposure in Missouri where the employer is in the
construction group of classifications. According to Section 287.150(6) of the Missouri statutes, a
contractual provision purporting to waive subrogation rights is against public policy and void where
one party to the contract is an employer in the construction group of code classifications. For
policies or exposure in Missouri, the following must be included in the Schedule:
Any person or organization for which the employer has agreed by written contract, executed
prior to loss, may execute a waiver of subrogation. However, for purposes of work performed
by the employer in Missouri, this waiver of subrogation does not apply to any construction
group of classifications as designated by the waiver of right to recover from others
(subrogation) rule in our manual.
This endorsement changes the policy to which it is attached and is effective on the date issued unless otherwise stated.
(The information below is required only when this endorsement is issued subsequent to preparation of the policy.)
Endorsement Effective : 05/24/2024 Policy No. : WC206853914 Endorsement No.
Insured : 5 Seasons Mechanical, LLC Premium $
Insurance Company: Amerisure Insurance Company Countersigned by
WC 00 03 13
Hart Forms & Services
(Ed. 4-84) Copyright 1983 National Council on Compensation Insurance. Reorder No. 14-4888
POLICY NUMBER: CPP21151870401
THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY.
CONTRACTOR’S BLANKET FLEX ADDITIONAL INSURED
ENDORSEMENT – FORM A
This endorsement modifies insurance provided under the following:
COMMERCIAL GENERAL LIABILITY COVERAGE PART
Policy Number Agency Number Policy Effective Date
CPP21151870401 0825039 09/04/2024
Policy Expiration Date Date Account Number
09/04/2025 09/19/2024 10974270
Named Insured Agency Issuing Company
5 Seasons Mechanical,LLC BROWN & BROWN OF FLORIDA, AMERISURE INSURANCE
INC./FT. LAUDERDALE COMPANY
A. SECTION II - WHO IS AN INSURED is amended to add as an additional insured:
1. Any person or organization with whom you have agreed in a “written agreement” that such person or
organization be added as an additional insured on this policy, and any other person or organization
you are required to add as an additional insured under such “written agreement”.
2. If “your work” began under a written letter of intent or written work order, any person or organization
who issued the written letter of intent or written work order, but:
a. such coverage will apply only for 30 calendar days following the date the written letter of intent
or written work order was issued; and
b. the person or organization is an additional insured only for, and to the extent of, liability arising
out of “bodily injury”, “property damage”, or “personal and advertising injury” caused, in whole
or in part, by your negligent acts or omissions, or the negligent acts or omissions of others
working on your behalf, in the performance of your work as specified in the written letter of
intent or written work order. This coverage does not apply to liability arising out of the
independent acts or omissions of the additional insured.
For the purposes of the coverage provided by this endorsement, a “written agreement” means a written
contract or written agreement that:
1. requires you to include a person or organization as an additional insured for a period of time during
the policy period; and
2. is executed prior to the occurrence of “bodily injury”, “property damage”, or “personal and
advertising injury” that forms the basis for a claim under this policy.
The insurance provided by this endorsement does not apply to any person or organization that is
specifically listed as an additional insured on another endorsement attached to this policy.
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B. The coverage provided to any person or organization added as an additional insured pursuant to
Paragraph A.1 is limited as follows:
1. If the “written agreement” specifically and exclusively requires you to name the person or
organization as an additional insured using the ISO CG 20 10 endorsement with edition dates of 11
85 or 10 01, or the ISO CG 20 37 10 01 endorsement, that person or organization is an additional
insured, but only with respect to liability for “bodily injury”, “property damage”, or “personal and
advertising injury” arising out of “your work” for that insured by or for you.
2. If the “written agreement” requires you to name the person or organization as an additional insured
using the ISO CG 20 10 and or CG 20 37 endorsements without specifically and exclusively
requiring the 11 85 or 10 01 edition dates, that person or organization is an additional insured, but
only with respect to liability for “bodily injury”, “property damage”, or “personal and advertising
injury” caused, in whole or in part, by your acts or omissions or the acts or omissions of those
acting on your behalf.
3. If the “written agreement” requires you to name the person or organization as an additional insured
for operations arising out of your work and does not specify an ISO additional insured
endorsement, that person or organization is an additional insured, but only with respect to liability
for “bodily injury”, “property damage”, or “personal and advertising injury” arising out of your acts or
omissions, or the acts or omissions of others working on your behalf, in the performance of your
work as specified in the “written agreement”. This coverage does not apply to liability arising out of
the sole negligence of the additional insured unless specifically required in the “written agreement”.
4. If none of the above paragraphs apply, then the person or organization is an additional insured only
for, and to the extent of, liability arising out of “bodily injury”, “property damage”, or “personal and
advertising injury” caused, in whole or in part, by your negligent acts or omissions, or the negligent
acts or omissions of others working on your behalf, in the performance of your work as specified in
the “written agreement”. This coverage does not apply to liability arising out of the independent
acts or omissions of the additional insured.
However, the insurance afforded to such additional insured only applies to the extent permitted by law.
C. The insurance provided to an additional insured under this endorsement does not apply to:
1. “Bodily injury” or “property damage” included in the “products-completed operations hazard”
unless the “written agreement” specifically requires such coverage (including by specifically
requiring the CG 20 10 11 85). To the extent the “written agreement” requires such coverage for a
specified amount of time, the coverage provided by this endorsement is limited to the amount of
time required for such coverage by the “written agreement”.
2. “Bodily injury”, “property damage”, or “personal and advertising injury” arising out of an architect’s,
engineer’s, or surveyor’s rendering of, or failure to render, any professional services, including but
not limited to:
a. The preparing, approving, or failing to prepare or approve:
(1) Maps;
(2) Drawings;
(3) Opinions;
(4) Reports;
(5) Surveys;
(6) Change orders;
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(7) Design specifications; and
b. Supervisory, inspection, or engineering services.
D. The limits of insurance that apply to the additional insured are the least of those specified in the “written
agreement” or declarations of this policy.
Coverage provided by this endorsement for any additional insured shall not increase the applicable
Limits of Insurance shown in the Declarations. The limits of insurance that apply to the additional
insured are inclusive of, and not in addition to, the Limits of Insurance shown in the Declarations.
E. With respect to the coverage provided by this endorsement, SECTION IV – COMMERCIAL GENERAL
LIABILITY CONDITIONS, Paragraph 4. Other Insurance is deleted and replaced with the following:
4. Other Insurance.
a. Coverage provided by this endorsement is excess over any other valid and collectible insurance
available to the additional insured whether:
(1) Primary;
(2) Excess;
(3) Contingent; or
(4) On any other basis.
In addition, this insurance is excess over any self-insured retentions, deductibles, or captive
retentions payable by the additional insured or payable by any person or organization whose
coverage is available to the additional insured.
However, if the “written agreement” requires primary and non-contributory coverage, this
insurance will be primary and non-contributory relative only to the other insurance available to the
additional insured which covers that person or organization as a Named Insured, and we will not
share with that other insurance. For any other insurance available to the additional insured where
that person or organization is not a Named Insured, this policy will share coverage with that other
insurance based on the terms specified in Paragraph b. Method of Sharing below.
b. Method of Sharing
If all the other insurance permits contribution by equal shares, we will follow this method also.
Under this method, each insurer contributes equal amounts until it has paid its applicable limit of
insurance or none of the loss remains, whichever comes first.
If any of the other insurance does not permit contribution by equal shares, we will contribute by
limits. Under this method, each insurer’s share is based on the ratio of its applicable limit of
insurance to the total applicable limits of insurance of all insurers.
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