Agenda Item
ii. Contract Renewal ~ ITB No. 22-541 ~ FerrellGas (Primary Vendor) ~ Liquid Propane Gas Delivery Service ~ Renewal #3 of 4 (Not to exceed $2,000.000)
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 contract renewal for ITB No. 22-54, Liquid Propane Gas Delivery Service to Ferrellgas in the amount not to exceed $2,000,000. This is the third of four (#3 of 4), one (1) year renewal options.
Why: This request is for contract renewal for Ferrellgas to provide bulk fuel and delivery service to DeKalb County School District’s (“DCSD”) Fleet Services Department on an as-needed basis. The agreement is for the period July 1, 2025, through June 30, 2026.
The approval of this contract renewal meets Strategic Goal Area 6: Organizational Excellence.
Details: On June 16, 2022, the Purchasing Department formally processed Bid No. 22-541 Liquid Propane Gas Delivery Service. Upon review and recommendation, Ferrellgas was selected as the Primary vendor and AmeriGas Propane LP was selected as the Secondary vendor. This renewal is the third of four (#3 of 4), one (1) year renewal options from July 1, 2025, through June 30, 2026.
Financial impact: This purchase in an amount not-to-exceed $2,000,000 will be charged to the General Operations Energy fund code: 100.2700.562000.00011.7190.1320.8013.040.0000
Contact: Mr. Erick Hofstetter, Chief Operating Officer, Division of Operations, 678-676-1470
Dr. Chardra Carter, Assistant Director of Fleet Service Department, Division of Operations, 678-676-1387
Effective: Upon Board Approval
Status: Legal Approval Not Required
DATE RECEIVED: ______________
MATTER ASSIGNED TO: ________
Request for Legal Assistance
DCSD Office of Legal Affairs
ATTORNEY – CLIENT COMMUNICATION
PLEASE SUBMIT COMPLETED REQUEST FORM TO
DCSD OFFICE OF LEGAL AFFAIRS.
*** This request is a confidential communication and should be treated as such ***
DESCRIPTION OF REQUEST
Title of Item/Topic: __Legal Review and Approval Request_ - Contract - Renewal______
(e.g., contract review, policy matter, etc.)
Date of request: ___3/19/2025_______________ Due Date: __3/24/2025__________3 to 5 business
days)
Background information/Detail: Contract Renewal - ITB No. 22-541 – FerrellGas (Primary
Vendor) - Liquid Propane Gas Delivery Service – Renewal #3 of 4 -Not to Exceed
$2,000.000.
PROCUREMENT DETAILS (if applicable)
Include details confirming that all applicable DCSD procurement policies and requirements have been
adhered to: _________________________________________________________________________________
____________________________________________________________________________________________
SUPPORTING DOCUMENTATION
Please attach/include any additional supporting documentation that are relevant to your request.
Description of supporting documentation, if any _________________________________________________
REQUIRED AUTHORIZATION
Requested by: ___Darlene Y. Hughes, Esq______________________________________________
Email: _darlene_hughes@dekalbschoolsga.org___________ Telephone: __678-676-1447_____________
Department: ______Operations Division__________________________________________________
Cabinet Member authorizing the request: _____Erick Hofstetter_______________________________________
LEGAL APPROVAL
Approved as to form by the DCSD Office of Legal Affairs? ☐ Yes ☐ No
-OR- (check one only)
Approved as to form by Outside Legal Counsel? ☐ Yes ☐ No
*Referrals to Outside Legal Counsel must be coordinated and approved by the DCSD Legal Dept .
Approving Attorney (and law firm if Outside Counsel) _____________________________
Comments: ____________________________________________________________________________
______________________________________________________________________________________