SRS, Inc's Oakview HVAC Bid Proposal - June 9, 2025 - DCSD Board Meeting Archive

SRS, Inc. Griffin GA 30224
(770) 228 2658

March 14, 2025

Mr. Carl Henry
DeKalb County School District
Operations Division- Sam A. Moss Service
1780 Montreal Rd.

RE: Oak View Elementary School

Dear Carl,

We propose installing (2) 20-ton heat pump units for the existing gymnasium at Oakview Elementary School for a
total of $355,000.00. Please see items that are included below.

The following items are included that are not referenced in the drawings and details:

1. (2) 20 ton heat pumps.
2. New circuitry from existing electrical panels.
3. Roofing in new curbs.
4. Structural Reinforcements as required.
5. Fifteen thousand dollar allowance for unforeseen conditions.
6. Five thousand dollar allowance for fire alarm modifications.
7. Raymond Engineering design.
8. On site supervision.
9. Clean up due to our work and placed in dumpsters.

The following items are not included:

1. Increases in material cost due to tariffs.
2. New electrical panels if existing will not support new units

Thank you for the opportunity to provide this proposal. This proposal is good through March of 2025. We look
forward to working with you.

Sincerely,

SRS, Inc.

Joseph Pilkenton
Vice President

• BUILDING CONTRACTORS •
February 6, 2025

SRS Inc.
Jody Pilkenton
357 Odell Road
Griffin, GA 30224
C: 770.228.2658
jody@roofga.com

Reference: Proposal for Oak View ES Gym- HVAC Design
3574 Oakvale Road
Decatur, GA 30034
Add Services Number – 1434.003 Mod. 01
Mr. Pilkenton,

Raymond Global, Inc. (herein referred to as Raymond) is pleased to submit our proposal to provide
HVAC design services at the above referenced Elementary School Gym.

HVAC design services will address the need for air conditioning (cooling), heating and ventilation
equipment to replace existing gas fired unit heaters and exhaust fans. This proposal will outline
our understanding of the project from the information provided by your office, and a site visit to
document existing conditions.

Respectfully submitted,

Ken Carter
Project Manager
ken.carter@Raymondllc.com

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Proposal for HVAC Design Services CONP2024.036 March 14, 2024

SCOPE OF SERVICES
Raymond proposes to provide the following services pertaining to the above referenced project:

HVAC DESIGN SERVICES

1. Raymond will travel to the facility to assess current site conditions, existing HVAC
equipment and use/occupancy of the gym space.
2. Perform load calculations based on use/occupancy and determine equipment sizing,
outside air requirements for proposed HVAC equipment serving the school gym.
3. The design will include two (2) Rooftop Package Units (RTUs) to serve the school gym,
replacing existing Unit Heaters and Exhaust Fans and incorporate existing intake air
louvers.
4. The design will include Mechanical, Electrical and Structural Engineering and Building
Envelope as needed for the installation of the HVAC equipment noted above.
5. We will provide design documents to include:
a. Demolition, new roof and floor plans for equipment in scope of work.
b. Mechanical schedules, details, and sections for new equipment.
c. Electrical and Structural drawings as needed to support the roof mounted HVAC
equipment replacement noted above.
d. Specifications related to the scope of work will be included in design drawings.

ASSUMPTIONS & EXCLUSIONS
For the purposes of this proposal, we have assumed:

1. Raymond assumes as-built drawings of the existing gym will be provided for design use
only.
2. For this proposal, we have assumed that safe access to the roof(s) can be achieved by
existing roof access hatches and/or maximum 32-foot ladders.
3. Should it be determined that we will require a lift to safely perform our design assessment,
we request that we be reimbursed with the additional expense plus a 10% processing and
handling fee and the additional time, and reimbursable expenses required to make an
additional site visit.
4. This proposal assumes that the main services, electric and gas, have capacity for the new
equipment.
5. This proposal does not include bidding or construction administration services. A separate
proposal will be provided should those services are requested.
6. The design will be delivered in electronic (PDF) format. No hard copies will be provided.
7. Front end documents are not included in this proposal.

PERIOD OF PERFORMANCE

This period of performance is expected once issued notice of proceed.
Develop CD documents 6 weeks.
CD documents reviewed by Owner and SRS 2 weeks.
Finalize Design Documents 1 week.

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Proposal for HVAC Design Services CONP2024.036 March 14, 2024

COMPENSATION
We shall perform our services in accordance with the following schedule: (Fee includes
all administrative and travel costs):

HVAC Design Services (Lump Sum Fee): $ 25,000

ADDITIONAL SERVICES
Additional services not included in this proposal shall be performed in accordance with the
service agreement fee schedule and only upon receipt of an approved change order.

TERMS AND CONDITIONS
Raymond Terms and Conditions are attached and are incorporated as part of this Proposal.

EXPIRATION
This Offer of this Proposal, including Scope, Fees, and Period of Performance, expires on May 15,
2025.

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Proposal for HVAC Design Services CONP2024.036 March 14, 2024

CLOSURE
If this Proposal is acceptable, please indicate your acceptance by signing below. Please return the
signed copy to Raymond Global, Inc. We appreciate the opportunity to submit this Proposal and
look forward to assisting you with this project.

Respectfully submitted,

RAYMOND

Charles A. Hanning
Ken Carter Charles A. Hanning III, PE
Project Manager Senior Mechanical Engineer
ken.carter@Raymondllc.com chuck.hanning@Raymondllc.com

ACCEPTANCE

SIGN: ___________________________________________ DATE: _________________

SRS, Inc., herein referred to as “Client.”

PRINT: ___________________________________________ TITLE: _________________

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Proposal for HVAC Design Services CONP2024.036 March 14, 2024

TERMS AND CONDITIONS
I. PAYMENT

1. Client will pay Raymond for services and expenses in accordance with the Contract
Documents. Raymond will submit progress invoices to Client monthly and a final invoice
upon completion of its Services. Each invoice, on presentation, is due and payable by
Client. Invoices are past due after 30 days. Past due amounts are subject to a service
charge of one and one-half percent per month (18 percent per annum) on the
outstanding balance. Attorney's fees and other cost incurred in collecting past due
amount shall be paid by Client.

2. Raymond shall be paid in full for all Services under this Proposal, including any
additional services as specifically authorized by Client in excess of those stated in this
Proposal.

3. Client’s obligation to pay for the Services contracted for is in no way dependent upon
Client's ability to obtain financing, payment from third parties, approval of governmental
or regulatory agencies, or upon Client's successful completion of the project.

II. WARRANTY, LIABILITY, AND STANDARD OF CARE

1. Raymond shall perform Services for Client in a professional manner, using that degree of
care and skill ordinarily exercised by and consistent with the standards of competent
Raymond's personnel practicing in the same or a similar locality as the Project. In the
event any portion of the Services fails to comply with this warranty obligation and
Raymond is promptly notified in writing prior to one year after completion of such portion
of the Services, Raymond will promptly perform such portion of the Services, or if
performance is impracticable, Raymond will refund the amount of compensation paid to
Raymond for such portion of the Services.

2. This warranty is in lieu of all other warranties. No other warranty, expressed or implied,
including warranties of merchantability and fitness for a particular purpose is made or
intended by the proposal for consulting services, by furnishing an oral response of the
findings made or by any representations made regarding the Services included in this
Proposal.

3. In no event shall Raymond be liable for any special, indirect, incidental or
consequential loss or damages.

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Proposal for HVAC Design Services CONP2024.036 March 14, 2024

4. The remedies set forth herein are exclusive and total liability of Raymond whether in
contract, tort (including negligence whether sole or concurrent), or otherwise arising out
of, connected with or resulting from the Services provided pursuant to this Proposal shall
not exceed the total fees paid Client. At additional cost, Client may obtain a higher limit
prior to commencement of Services.

III. REPORTS

1. The Services and any data, recommendations, proposals, reports, design criteria, and
similar information provided by Raymond to Client are provided for the exclusive use of
Client on the Project and are not to be used or relied upon in connection with other
projects or by third parties.

2. All reports and written documents delivered to Client are instruments reflecting the
Services provided by Raymond and are made available for Client's use subject to the
limitations of this Proposal. All such reports, other written documents, all original data
gathered by Raymond and work papers produced by Raymond in the performance of
the Services are, and shall remain, the sole and exclusive property of Raymond.

IV. PROJECT SITE

Reasonable precautions will be taken to minimize damage to the Project Site from
Raymond’s activities and use of equipment. Client recognizes that the performance of
the Services may cause alteration or damage to the site. Client accepts the fact that this
is inherent in the work and will not look to Raymond for reimbursement or hold
Raymond liable or responsible for any such alteration or damage. Should Client not be
owner of the property, then Client agrees to notify the owner of the aforementioned
possibility of unavoidable alteration and damage and to indemnify, and defend Raymond
against any claims by the owner or persons having possession of the site through the
owner which are related to such alteration or damage.

V. SAMPLES

Unless otherwise requested, test specimens or samples will be disposed of immediately
upon completion of tests and analysis. Upon written request, we will retain samples for a
mutually acceptable storage charge and period of time.

VI. UNFORESEEN OCCURRENCES

If, during the performance of Services, any unforeseen hazardous substance, material, element or
constituent or other unforeseen conditions or occurrences are encountered which, in Raymond’s
sole judgment significantly affects or may affect the Services, the risk involved in providing the
Services, or the recommended scope of Services, Raymond will promptly notify Client thereof.
Subsequent to that notification and with approval of Client, Raymond may:
a. Complete the original scope of Services in accordance with the procedures
originally intended in the Proposal;

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Proposal for HVAC Design Services CONP2024.036 March 14, 2024

b. Agree with Client to modify the scope of services and estimate of charges to include
study of the previously unforeseen conditions or occurrences, such revision to be in
writing and signed by the parties and incorporated herein; or
c. Terminate the services effective on the date of notification pursuant to the terms
of the section entitled "Termination of Contract".

VII. TERMINATION OF CONTRACT

Services may be terminated by either party upon seven days' written notice in the event
of substantial failure by the other party to perform in accordance with the terms hereof.
Such termination shall not be effective if that substantial failure has been remedied
before expiration of the period specified in the written notice. In the event of termination,
Raymond shall be paid for Services performed to the termination date plus reasonable
termination expenses.

VIII. FORCE MAJEURE

Should completion of any portion of the services be delayed for causes beyond the
control of or without the fault or negligence of Raymond including Force Majeure, the
time for performance shall be extended for a period equal to the delay and the parties
shall mutually agree on the Terms and Conditions upon which the Services may be
continued. Force majeure includes, but is not limited to, acts of God or the public enemy,
acts of the United States Government or of the several states, or any foreign country, or
any of them acting in their sovereign capacity, acts of Client's contractors or Agents, fires,
floods, epidemics, riots, quarantine restrictions, strikes, civil insurrections, freight
embargoes and unusually severe weather.

IX. NOTICES, CORRESPONDENCE, AND SUBMITTALS

All notices, correspondence, and submittals regarding this Subcontract shall be directed
to:
Raymond
Attention: Ken Carter ken.carter@raymondllc.com

X. INDEPENDENT CONTRACTORS

Raymond and its associates shall act as and be deemed to be independent contractors for all
purposes of this Agreement and shall not be deemed to be agents, assigns, employees, joint
ventures, partners or principals of Client, its employees, officers, directors, representatives or
affiliates. The employees, methods, materials, equipment and facilities used by Raymond, its
lower-tiered subcontractors and suppliers to perform the Work hereunder shall at all times be
under their exclusive supervision, direction and control. This Agreement is not intended to be one
of hiring under the provisions of any workers compensation or other laws and shall not be so
construed.

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XI. INDEMNITY

Client agrees to hold harmless and defend Raymond, its agents, subcontractors and
employees, from and against any and all losses, liabilities and costs (including, but not
limited to, attorney's fees and expenses) which Raymond, its agents, subcontractors or
employees, may incur, become responsible for or pay out as a result of any suit or claim
by any third party for damages against Raymond, its agents, subcontractors or
employees, or any of them, alleging exposure to or damage from material, elements or
constituents at or from the Project, during or after the Services provided, which is alleged
to have resulted in or caused disease or any adverse health condition to any third party or
resulted in cost for remedial action, uninhabitability of property, or other property
damage except to the extent such are caused by the negligence or intentional
misconduct of Raymond.

XII. INSURANCE

1. Raymond shall maintain at its own expense the following insurance subject to
normal industry exclusions:

a. Workmen's Compensation insurance
b. Employer's Liability insurance
c. Comprehensive Automobile Liability insurance
d. General Liability insurance
e. Professional Liability insurance

2. Certificates can be issued upon request identifying details and limits of coverage.

3. Amendments or modifications to these Terms and Conditions or any waiver of any
provisions hereof shall be effective if approved by Client and Raymond in writing.

XIII. DISPUTES AND CHOICE OF LAW

Wherever a potential dispute involves in any way the amount of money due Raymond
for the Work, or the amount of time required for the Work, either of the Parties shall
notify the other party that it wishes to proceed under these “Disputes” procedures.

As to all other unresolved disputes, controversies or Claims between Raymond and Client,
the parties shall first seek to resolve them by good faith negotiation lasting at least ten
days involving senior management of the Parties. As to disputes, controversies or Claims
between Raymond and Client which remain unresolved after such good faith
negotiation, the Parties shall determine whether they shall be settled in accordance with
the rules of the American Arbitration Association (“AAA”), before one or three arbitrators
in a particular location, or through litigation in a court of competent jurisdiction, without
a jury.

In any such dispute, a Settlement-Oriented Prevailing Party shall be entitled to receive, as
part of any award or judgment, eighty percent (80%) of its reasonable attorneys' fees and
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expert witnesses’ fees incurred in handling the dispute. (Provided, only those attorney’s
fees and expert witness fees incurred after written notice is given by either party that it
will seek to recover them under this clause may be reimbursed hereunder.) For these
purposes, a “Settlement-Oriented Prevailing Party” shall be a party who obtains a
litigation or arbitration result more favorable to it than its last formal written offer (made
at least twenty calendar days prior to the formal trial or hearing) to settle such litigation or
arbitration. (Where there is no Settlement-Oriented Prevailing Party, each party shall bear
its own attorneys’ fees and other costs.)

XIV.SOLICITATION OF EMPLOYEES

Raymond and Client agree that during the term of this Agreement, it shall not directly
solicit or recruit the employees of the other companies associated with the performance
of this Agreement or the Services provided the Client.

XV. INTEGRATED WRITING AND ENFORCEABILITY

This Agreement constitutes the final and complete repository of the agreements
between Raymond and the Client relating to the subject matter hereof and supersedes
all prior or contemporaneous communications, representations, or agreements, whether
oral or written. Modifications of this Agreement shall not be binding unless made in
writing and signed by the authorized representative of Raymond and Client. The
provisions of this Agreement shall be enforced to the fullest extent permitted by law. If
any provision of this Agreement is found to be invalid or unenforceable, the provision shall
be construed and applied in a way that comes as close as possible to expressing the
intention of both Raymond and the Client with regard to the provisions and that saves
the validity and enforceability of the provision.

This Proposal and Terms and Conditions represent the entire understanding between the parties
hereto relating to the Services and supersede any and all prior agreements, whether written or
oral, that may exist between the parties regarding same.

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Agenda Item