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 09/10/2024
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:
PHONE FAX
(A/C, No, Ext): (A/C, No):
E-MAIL
BRODIE J RITCHLIN ADDRESS:
1200 LOCUST ST DEPT 2010 INSURER(S) AFFORDING COVERAGE NAIC #
DES MOINES IA 50309-3052 INSURER A : Nationwide Affinity Insurance Company of America 26093
INSURED INSURER B : Nationwide Mutual Insurance Company 23787
INSURER C :
HVAC ALLIES LLC INSURER D :
2479 YOLANDA TRL INSURER E :
ELLENWOOD GA 30294-1703 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 INSD WVD POLICY NUMBER (MM/DD/YYYY) (MM/DD/YYYY) LIMITS
COMMERCIAL GENERAL LIABILITY EACH OCCURRENCE $ 1,000,000
DAMAGE TO RENTED
CLAIMS-MADE OCCUR PREMISES (Ea occurrence) $ 100,000
MED EXP (Any one person) $ 10,000
A ACP CG01 3039840471 07/16/2024 07/16/2025 PERSONAL & ADV INJURY $ 1,000,000
GEN'L AGGREGATE LIMIT APPLIES PER: GENERAL AGGREGATE $ 2,000,000
PRO-
POLICY JECT LOC PRODUCTS - COMP/OP AGG $ 2,000,000
OTHER: $
AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT $
(Ea accident)
ANY AUTO BODILY INJURY (Per person) $
OWNED SCHEDULED BODILY INJURY (Per accident) $
AUTOS ONLY AUTOS
HIRED NON-OWNED PROPERTY DAMAGE $
AUTOS ONLY AUTOS ONLY (Per accident)
$
UMBRELLA LIAB OCCUR EACH OCCURRENCE $ 1,000,000
B EXCESS LIAB CLAIMS-MADE ACP CU01 3039840471 07/16/2024 07/16/2025 AGGREGATE $ 1,000,000
DED RETENTION $ $
WORKERS COMPENSATION PER OTH-
AND EMPLOYERS' LIABILITY STATUTE ER
Y/N
ANYPROPRIETOR/PARTNER/EXECUTIVE E.L. EACH ACCIDENT $
OFFICER/MEMBER EXCLUDED? N/A
(Mandatory in NH) E.L. DISEASE - EA EMPLOYEE $
If yes, describe under
DESCRIPTION OF OPERATIONS below E.L. DISEASE - POLICY LIMIT $
DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required)
n/a
CERTIFICATE HOLDER CANCELLATION
SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE
THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN
ACCORDANCE WITH THE POLICY PROVISIONS.
HVAC ALLIES LLC
AUTHORIZED REPRESENTATIVE
2479 YOLANDA TRL Timothy Williams
ELLENWOOD GA 30294
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