Agenda Item
v. Capital Improvement Project ~ Change Order Request ~ Evergreen Construction ~ Montclair Elementary School HVAC and Controls Replacement ~ Change Order No. 01, Budget Reallocation ~ Owner Requested Items and Unforeseen Conditions (Not to exceed $549,427)
Summary: Presented by: Mr. Erick Hofstetter, Chief Operating Officer, Division of Operations
Request: It is requested that the DeKalb County Board of Education (“the Board”) approve:
A budget reallocation in the amount of $549,427 from FUND 300 Program Contingency to F300CIP.01630.GENCONTR .4062.
A Change Order No. 1 to Evergreen Construction for the Montclair ES HVAC and Controls Replacement project in a not to exceed amount of $549,427 that will be funded by the budget reallocation.
Why: Approval of Change Order No. 1 will provide necessary funds for unforeseen conditions, and Owner (DeKalb County School District) requested items as outlined in the Change Order No. 1 documents for Montclair Elementary School.
Approval of Change Order No. 1 meets Strategic Goal Area 6: Organizational Excellence
Details: On September 11, 2023, the Board of Education approved a firm fixed price contract for RFP No. 23-752-026 to Evergreen Construction, to perform the general contracting work as outlined by the proposal documents.
This Change Order No. 01 covers the approved additional scope for the Owner - DeKalb County School District requested items and unforeseen conditions.
Specific details related to the scope of work for this Request for Proposal can be found on the DeKalb County School District’s solicitation website at https://dekalbschoolsga.ionwave.net/
Financial impact: The financial impact of the Change Order No. 1 for the additional scope of work outlined for the Montclair Elementary HVAC and Controls Replacement project is $549,427.
A budget reallocation from FUND 300 Program Contingency to F300CIP.01630.GENCONTR .4062 under the voter-approved E-SPLOST V program is necessary to fund Change Order No. 1.
Contact: Mr. Erick Hofstetter, Chief Operating Officer, Division of Operations, 678-676-1376
Mr. Hans Williams, Dir. Planning & E-SPLOST Programming, Division of Operations, 678-676-1588
Effective: Upon Board Approval
Status: Approved by the Office of Legal Affairs
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 – Change Order and Budget Reallocation Request
(e.g., contract review, policy matter, etc.)
Date of request: ___3/20/2025_______________ Due Date: __3/25/2025__________3 to 5 business
days)
Background information/Detail: Capital Improvement Project - Evergreen Construction –
Montclair Elementary School HVAC and Controls Replacement - Change Order No. 01,
Budget Reallocation – Owner Requested Items and Unforeseen Conditions – Not to Exceed-
$549,427.00______________________________
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: ____________________________________________________________________________
______________________________________________________________________________________