Agenda Item
vi. Contract Renewal ~ ITB 21-752-020 ~ HVAC Water Treatment Services ~ Superior Water Services, Inc.~ Contract Renewal #4 of 4 (Not to exceed $200,000)
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 the contract renewal of ITB 21-752-020 for HVAC Water Treatment Services to Superior Water Services, Inc. for an amount not to exceed $200,000. This is the fourth and final (#4 of 4), one (1) year renewal option, through September 23, 2026.
Why: This approval request is for contract renewal to Superior Water Services, Inc. and supports district-wide water treatment services to ensure the longevity and efficiency of HVAC systems across all DCSD facilities.
Details: On August 9, 2021, the Board approved the contract award of ITB 21-752-020 to Superior Water Services, Inc. in the amount not to exceed $200,000.
Renewal of the contract allows DCSD to maintain its HVAC infrastructure efficiently and cost-effectively. Regular water treatment service reduces scaling, corrosion, and biological growth in HVAC systems, directly supporting system longevity and operational efficiency. The vendor has demonstrated consistent quality, responsiveness, and cost-effectiveness throughout the term of the contract. The scope of services includes HVAC water treatment support across all district buildings and facilities. Services will be provided under the existing contract fee structure and terms. This is the fourth and final (#4 of 4) renewal option.
Financial impact: The cost of these services in an amount not-to-exceed $200,000 will be allocated from the General Fund Budget - Hazmat/Abatement: Cost Code 100.2600.543013.00011.7520.9990.8013.040.0000
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, 678.676.1478
Effective: Upon Board Approval
Status: Approved by the Office of Legal Affairs
CHRONOLOGY OF THE AGENDA ITEM
HVAC Water Treatment Services -Superior Waters, Inc.
Contract Renewal (#4 of 4)
Scope: Contract Renewal - ITB 21-752-020- HVAC Water Treatment Services -
Superior Waters, Inc.
Information regarding the water treatment monthly services can be found in the
following documents:
• Bid Documents
• Owner’s Criteria and Narrative Scope of Work
Contract/Renewal Term:
The DeKalb Board of Education (“the Board”) approved the award of the contract for
an initial one (1) year term (beginning service start date of September 24, 2021, for
a Not to Exceed amount of $180,360.00 with four (4), one (1) year options to renew
subject to Board approval on a year-to-year basis.
• Contract Year 5, Renewal #4 (4 of 4) – September 24, 2025 – September 23,
2026, Not to Exceed $200,000.
o This current agenda item seeks the Board of Education approval
for the third of four (#4 of 4) one (1) year contract renewal
options.
Solicitation and Award Process:
ITB 21-752-020 was competitively solicited through the Procurement Department
on January 28, 2021. Two (2) bids were received on March 30, 2021, for the HVAC
Water Treatment Services.
On May 17, 2021, the DeKalb Board approved the award of ITB 21-752-020 HVAC
Water Treatment Services to Nalco Company, LLC as the lowest responsive,
responsible bidder in accordance with the Invitation to Bid documents.
Upon receipt of the contract for execution, the owner rescinded his interest based on
Dekalb County School District contractual terms and requirements. Under guidance
from general counsel, the Operations Division requested that the Board award the
contract to the second lowest responsive, responsible bidder Superior Water
Services, Inc. to provide monthly services as specified in the bid documents for
Facilities/Maintenance Department.