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 4/11/2024
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: Michaela Grasshoff, ARM
MARSH & MCLENNAN COMPANIES PHONE FAX
1166 Avenue of the Americas (A/C, No, Ext): 212-345-2794 (A/C, No):
E-MAIL
New York NY 10036 ADDRESS: Michaela.Grasshoff@marsh.com
ATTN: 212-345-6000 INSURER(S) AFFORDING COVERAGE NAIC #
COMPANY A: Old Republic Insurance Company 24147
INSURER A :
INSURED COMPANY B: Travelers Indemnity Co of America 25666
INSURER B :
Trane U.S. Inc. COMPANY C: Travelers Property Casualty Co of Amer 25674
INSURER C :
4000 Dekalb Technology Parkway
Building 100 INSURER D :
Atlanta, GA 30340 INSURER E :
United States
INSURER F :
COVERAGES CERTIFICATE NUMBER: 750562 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
A X COMMERCIAL GENERAL LIABILITY MWZY 317456-24 4/17/2024 4/17/2025 EACH OCCURRENCE $ $10,000,000.00
DAMAGE TO RENTED
CLAIMS-MADE X OCCUR PREMISES (Ea occurrence) $ $1,000,000.00
X TIME ELEMENT POLLUTION LIABILITY MED EXP (Any one person) $
$10,000.00
X CONTRACTUAL LIABILITY
PERSONAL & ADV INJURY $ $10,000,000.00
GEN'L AGGREGATE LIMIT APPLIES PER: GENERAL AGGREGATE $ $10,000,000.00
POLICY X PRO-
X LOC PRODUCTS - COMP/OP AGG $ $10,000,000.00
JECT
OTHER: policy aggregate $ $20,000,000.00
A AUTOMOBILE LIABILITY MWTB 317455-24 4/17/2024 4/17/2025
COMBINED SINGLE LIMIT $ $10,000,000.00
(Ea accident)
X 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)
PHYSICAL
DAMAGE/SELF INS.
APD - Self Insured $
UMBRELLA LIAB OCCUR EACH OCCURRENCE $
EXCESS LIAB CLAIMS-MADE AGGREGATE $
DED RETENTION $ $
B
B
WORKERS COMPENSATION UB-8M35413A-24-51-K (All states)
UB-9L048059-24-51-D (MN)
4/17/2024 4/17/2025 X PER
STATUTE
OTH-
ER
AND EMPLOYERS' LIABILITY Y/N 4/17/2024 4/17/2025
C $3,000,000.00
ANYPROPRIETOR/PARTNER/EXECUTIVE UB-8M370386-24-51-R (Retro) 4/17/2024 4/17/2025 E.L. EACH ACCIDENT $
C OFFICER/MEMBER EXCLUDED? N N/A TWXJ-UB-7434L45A-24 (OH) 4/17/2024 4/17/2025 $3,000,000.00
(Mandatory in NH) E.L. DISEASE - EA EMPLOYEE $
If yes, describe under $3,000,000.00
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)
Please see page 2 for additional information.
CERTIFICATE HOLDER CANCELLATION
Dekalb County School District
Dekalb County Board of Education SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE
THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN
1701 Mountain Industrial Blvd
ACCORDANCE WITH THE POLICY PROVISIONS.
Stone Mountain, GA 30083
United States
AUTHORIZED REPRESENTATIVE
Marsh USA, Inc.
BY: Michaela Grasshoff, ARM
© 1988-2016 ACORD CORPORATION. All rights reserved.
ACORD 25 (2016/03) The ACORD name and logo are registered marks of ACORD Requested By:Janice Ferina
ADDITIONAL REMARKS SCHEDULE
AGENCY NAMED INSURED
Trane U.S. Inc.
4000 Dekalb Technology Parkway
Building 100
Atlanta, GA 30340
United States
EFFECTIVE DATE:
ADDITIONAL REMARKS
THIS ADDITIONAL REMARKS FORM IS A SCHEDULE TO ACORD FORM,
FORM NUMBER: FORM TITLE:
Dekalb County School District Dekalb County Board of Education is included as Additional Insured where required by
contract with respect to General Liability pursuant to applicable endorsement.
Job Description: HVAC SALES, SERVICE, RENTALS AND INSTALLATION
For questions regarding this certificate of insurance contact: Janice Ferina Email: jferina@trane.com Phone:
504-733-6789
ACORD 101 (2008/01) © 2008 ACORD CORPORATION. All rights reserved.
The ACORD name and logo are registered marks of ACORD