Agenda Item
i. Contract ~ Cooperative Agreement ~ Renewal ~ State of Georgia Maintenance, Repair and Operation Contract No. 99999-001-SPD0000181-001 ~ Grainger On Site ~ Renewal # 3 of 3 (Not to exceed $10,000,000)
Summary: Presented by: Mr. Erick Hofstetter, Chief Operating Officer, Division of Operations
Request: It is requested that the DeKalb County School Board of Education (“the Board”) approve the renewal of the contract between DeKalb County School District (“DCSD”) and Replacement Parts Company (W.W. Grainger) for services, in accordance with the State of Georgia Contract SWC 99999-001-SPD0000181-0001 not to exceed $10,000,000. This is contract renewal #3 of 3.
Why: Approval of the renewal of the contract will W.W. Grainger to continue providing an on-site storefront, which will include, but is not limited to, parts, personnel, services, and vehicles, to directly support the repair, maintenance, and servicing of DCSD facilities, buildings, and structures. By utilizing this agreement, DCSD will enhance parts availability, reduce customer wait times, and leverage the extensive expertise and logistical capabilities of a nationally recognized company.
Furthermore, approval of this renewal will support the critical need to replace outdated, failing kitchen equipment that is over 20 years old. This investment is essential to ensure the continued safe and efficient operation of our school cafeterias.
The approval of this contract renewal meets Strategic Goal 6: Organizational Excellence.
Details: The acquisition of on-site parts, supplies, and sublet services from Grainger for the DeKalb County School District’s Facilities Maintenance Department will be facilitated through the Georgia Statewide Contract SWC 99999-001-SPD0000181-0001. This strategic framework for meets the district's ongoing needs for the conservation, repair, and maintenance of its extensive portfolio of facilities, ensuring that all buildings, infrastructure, and equipment are maintained in optimal condition. The use of this contract guarantees that essential systems, including HVAC, plumbing, electrical, and structural components, are preserved to the highest standards, minimizing the risk of unplanned disruptions and ensuring a safe, functional environment for students and staff.
Additionally, there is a critical and urgent need to replace kitchen equipment district-wide due to the age and deterioration of many kitchen and cafeteria facilities. Numerous pieces of equipment currently in use are over 20 years old with necessary parts for these older models no longer manufactured or have been discontinued. These aging systems are no longer able to operate at optimal efficiency, and the cost of maintaining them is cost-prohibitive.
To address these issues, it is estimated that an investment of $5,000,000.00 will be required to replace the most deteriorated kitchen equipment throughout the District. This significant expenditure will enable the district to replace outdated stoves, ovens, refrigerators, dishwashers, and other essential kitchen appliances with modern, energy-efficient models.
This investment is essential not only for ensuring the continued safe and efficient operation of our school cafeterias but also for fostering a healthier and more productive environment for students. By investing in updated kitchen equipment, the district will be able to provide high-quality meals in a timely manner, supporting the well-being and success of students.
Financial impact: The funds will be allocated from various General Fund charge codes under the Business Services Department to support the maintenance and repair of DCSD facilities, buildings and structures.
100.2600.561500.00011.7620.9990.8010.040.0000 (Under 5K per item)
100.2600.573000.00011.7620.9990.8010.040.0000 (Over 5K per Item)
Contact: Mr. Erick Hofstetter, Chief Operating Officer; Division of Operations, 678.676.1475
Mr. Keith Singleton, Director; Business Services Department, Division of Operations, 678.676.1422
Effective: Upon Board Approval
Status: Approved by the Office of Legal Affairs
CHRONOLOGY OF THE AGENDA ITEM
Contract Renewal – Cooperative Agreement
Maintenance, Repair and Operations
State of Georgia Contract No. 99999-001-SPD0000181-001
– W.W. Grainger, Inc.- On Site
Renewal #3 of 3
Scope:
Contract Award – Cooperative Agreement –Georgia Statewide Contract –99999-
001- SPD0000181-001 – W.W. Grainger, Inc.
Contract Term:
On Monday, May 6, 2024, the DeKalb County School Board of Education (“the Board”)
approved the award of the contract for an initial one (1) year term effective through
March 31, 2025.
• This agenda item seeks the Board of Education approval for the third and
final of three (#3 of 3) one (1) year renewal options pursuant to the
Statewide Contract between the State of Georgia and W.W. Grainger
effective upon Board approval through March 31, 2026.
Solicitation and Award Process
The State of Georgia statewide contract SWC – 99999-001-SPD0000181-001 was
awarded April 2021.
Pursuant to Board Policy DJE (Purchasing), Paragraph III (c)(3)(c), exceptions to
the competitive selection process are permitted when purchases are made through
contracts that have been formally solicited and awarded by the State of Georgia,
the Federal Government, or another authorized government agency. The
Purchasing Department is hereby authorized to make acquisitions through
intergovernmental and educational cooperative alliances, as well as consortiums, to
realize cost savings and operational efficiencies derived from economies of
scale. maximizing cost savings and operational efficiencies derived from economies
of scale.