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
Client#: 668674 ARSMECHA
DATE (MM/DD/YYYY)
ACORD TM CERTIFICATE OF LIABILITY INSURANCE 11/27/2024
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 any rights to the certificate holder in lieu of such endorsement(s).
CONTACT
PRODUCER NAME: Corey Fair
Marsh & McLennan Agency LLC PHONE FAX
(A/C, No, Ext): 706 576-3527 (A/C, No):
200 Brookstone Centre Pkwy E-MAIL
ADDRESS: Corey.Fair@MarshMMA.com
Suite 118 INSURER(S) AFFORDING COVERAGE NAIC #
Columbus, GA 31904 INSURER A : State Auto Property & Casualty Ins. Co. 25127
INSURED INSURER B : The Continental Insurance Company 35289
ARS Mechanical, LLC 11150
INSURER C : Arch Insurance Company
PO Box 82288
INSURER D :
Conyers, GA 30013
INSURER E :
INSURER F :
COVERAGES CERTIFICATE NUMBER: 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 INSR WVD POLICY NUMBER (MM/DD/YYYY) (MM/DD/YYYY) LIMITS
A X COMMERCIAL GENERAL LIABILITY X X 10169071CP 04/01/2024 04/01/2025 EACH OCCURRENCE $ 1,000,000
DAMAGE TO RENTED
CLAIMS-MADE X OCCUR PREMISES (Ea occurrence) $ 100,000
MED EXP (Any one person) $ 5,000
PERSONAL & ADV INJURY $ 1,000,000
GEN'L AGGREGATE LIMIT APPLIES PER: GENERAL AGGREGATE $ 2,000,000
PRO-
POLICY X JECT LOC PRODUCTS - COMP/OP AGG $ 2,000,000
OTHER: $
A AUTOMOBILE LIABILITY X X 10169073CA 04/01/2024 04/01/2025 COMBINED SINGLE LIMIT
(Ea accident) $ 1,000,000
X ANY AUTO BODILY INJURY (Per person) $
OWNED SCHEDULED BODILY INJURY (Per accident) $
AUTOS ONLY AUTOS
HIRED NON-OWNED PROPERTY DAMAGE
X AUTOS ONLY X AUTOS ONLY (Per accident) $
$
A X UMBRELLA LIAB X OCCUR X X 10169077CU 04/01/2024 04/01/2025 EACH OCCURRENCE $ 1,000,000
EXCESS LIAB CLAIMS-MADE AGGREGATE $ 1,000,000
DED X RETENTION $10000 $
WORKERS COMPENSATION PER OTH-
A AND EMPLOYERS' LIABILITY
X 10169069WC 04/01/2024 04/01/2025 X STATUTE ER
Y/N
ANY PROPRIETOR/PARTNER/EXECUTIVE E.L. EACH ACCIDENT $ 1,000,000
OFFICER/MEMBER EXCLUDED? Y N/A
(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
B Excess Liability FFX7064411901 04/01/2024 04/01/2025 $8,000,000 Aggregate
C EPLI/Fiduciary PCD100171505 04/01/2024 04/01/2025 $2,000,000 Aggregate
A Leased Equipment 10169071CP 04/01/2024 04/01/2025 $100,000/$1,000 DED
DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required)
RE: (RFP) 24-564
HVAC Repairs & Installation Services
(CGL) Additional Insured - Automatic Status When Required in Written Construction Agreement - including On
Going and Completed Operations via SL1033 01/22
(CGL) Additional Insured - Automatic Status When Required in Non-Construction Contract or Agreement via
(See Attached Descriptions)
CERTIFICATE HOLDER CANCELLATION
SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE
Dekalb County School District THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN
1701 Mountain Industrial Blvd. ACCORDANCE WITH THE POLICY PROVISIONS.
Stone Mountain, GA 30083
AUTHORIZED REPRESENTATIVE
© 1988-2015 ACORD CORPORATION. All rights reserved.
ACORD 25 (2016/03) 1 of 2 The ACORD name and logo are registered marks of ACORD
#S14483715/M13848218 JLMYS
DESCRIPTIONS (Continued from Page 1)
SL6000 01/21
(CGL) Primary and Non-Contributory via SL6000 01/21
(CGL) Waiver of Transfer of Rights of Recovery Against Others via SL6000 01/21
(AUTO) Primary and Non-Contributory via CA0449 11/16
(AUTO) Additional Insured - Automatic Status via BA3000 1215
(AUTO) Transfer of Rights of Recovery Against Others to Us via BA3000 1215
(UMB) Primary and Non-Contributory via CU7702 12/15
(UMB) Additional Insured Automatic When in Contract with Underlying via CU0001 04/13
(UMB) Waiver of Transfer of Rights of Recovery Against Others to Us via CU7701 12/15
(EXCESS) Excess Liability Policy Follow Form via CNA75502X (03-2015)
(WC) Blanket Waiver of Subrogation via WC000313
(IM) Loss Payable Provision - Automatic via SM6000 0521
(IM) Leased/Rented Equipment $100,000 Physical Damage Limit Deductible: $1,000
(PKG) 30 Day Notice of Cancellation in favor of Dekalb County School District via SI 1020 0918
SAGITTA 25.3 (2016/03) 2 of 2
#S14483715/M13848218