Agenda Item
c. District Wide Armored Car Services Agreement Change Order (Not to exceed $45,000)
Summary: Presented by: Mr. Byron Schueneman, Chief Financial Officer, Division of Finance
Request: It is requested that the Board of Education approve a contract spend limit increase to the agreement with Loomis Armored US, LLC., for an amount not to exceed $45,000 to cover monthly charges for June 2025. This will bring the total spend limit associated with this contract from $452,544 to $497,544.
Details: The Board approved the renewal of the Loomis Armored US, LLC agreement for year 2 of 4 on July 8, 2024, with an amount not to exceed of $452,544. This approval included a change to the agreement to receive weekly services at all elementary schools, which had been bi-weekly services in year 1. The monthly service charge increased at these schools, which was considered in the July 8, 2024, agenda item. However, the change also affected the fuel fee associated with each service, which wasn’t considered in the agenda item. Finally, at times, the District is charged other fees such as excess bags for pickup (limit 10 per pickup), excess fund liability (limit $35,000 per pickup), excess time spent at each location weekly (limit 10 minutes per pickup), and safe maintenance and repair costs. Although the goal is to not have these other fees, sometimes it isn’t avoidable. The July 8, 2024, approval didn’t consider any additional fees.
To date, payments covering July 2024 through April 2025 totaled $410,751.78 against this contract. The remaining available balance is $41,792.22 is insufficient to cover May and June 2025 invoices total $85.079.16, pending requested credits from the vendor, requiring the additional $45,000 to pay all fiscal year 2025 obligations.
Financial impact: Expenditures will be made using the following accounts:
School Nutrition Program - ($4,500) There is no impact to the General Fund. School Nutrition Services is a self-supporting entity with revenue based on meal participation and supplemental sales.
School District Finance System - ($40,500) This will be paid from the General Fund GL code: 100.2500.530000.7200.9990.8010.00.0000
Contact: Mr. Byron Schueneman, Chief Financial Officer, Division of Finance, 678.676.0270
Mr. Lance McConkey, Comptroller, Division of Finance, 678.676.0445
Effective: Upon Board Approval
Status: Approved by the Office of Legal Affairs