Agenda Item
iv. Contract Award ~ ITB No. 26-701 ~ Kitchen Equipment Maintenance and Repair Services ~ HVAC Allies, LLC and EEC Acquisition LLC dba Smart Care Equipment Solutions (Not to exceed $1,000,000)
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 award of ITB No. 26-701 Kitchen Equipment Maintenance and Repair Services in the not to exceed amount of $1,000,000 to:
HVAC Allies, LLC
EEC Acquisition LLC dba Smart Care Equipment Solutions
Why: Approval of the contract award to HVAC Allies, LLC and EEC Acquisition LLC dba Smart Care Equipment Solutions for district-wide maintenance and repair of kitchen equipment will ensure operational efficiency and compliance with health and safety standards. A multi-vendor award is recommended to maximize coverage, ensure responsiveness to urgent service needs, and provide competitive pricing.
Details: The approval of this award will allow the Facilities Department to provide timely and professional maintenance and repair of critical kitchen equipment at DCSD facilities, supporting student nutrition programs and safe food service operations throughout the DeKalb County School District.
Repairing commercial kitchen equipment offers advantages like extended equipment lifespan, improved operational efficiency, consistent food quality, reduced energy costs, minimized downtime, and a safer work environment, all contributing to a better return on investment and reduced total cost of ownership.
The Invitation to Bid (“ITB”) 26-701 was issued to IonWave, July 10, 2025. The solicitation was publicly advertised in the Champion newspaper July 10, 2025, and July 25, 2025, and posted to the DCSD website. Electronic notifications were distributed to vendors registered in the State of Georgia Procurement Registry, Vendor Bid List and Ionwave.
Two (2) bids were received, and both were reviewed and deemed responsive to the requirements of the solicitation.
This recommendation is based on the review and evaluation of the two (2) responsive bids received. HVAC Allies, LLC and EEC Acquisition LLC dba Smart Care Equipment Solutions were determined to be the most responsive bidders meeting the requirements and criteria set forth in the solicitation document. HVAC Allies, LLC and EEC Acquisition LLC dba Smart Care Equipment Solutions will be responsible for providing Kitchen Equipment Maintenance and Repair Services as set forth in the proposal documents.
HVAC Allies LLC, is located at 2479 Yolanda Trl, Ellenwood, Ga 30294
EEC Acquisition LLC dba Smart Care Equipment Solutions is located at 289 S. Culver St., Lawrenceville, Ga 30046-4805
Financial impact: The total budget in the not-to-exceed contract amount of $1,000,000 will be allocated from the General Fund - Facilities Operations Budget.
Contact: Mr. Erick Hofstetter, Chief Operating Officer, Division of Operations, 678-676-1470
Mr. Bobby Moncrief, Director of Facilities Management, Division of Operations, 678-676-1478
Effective: Upon Board Approval
Status: Approved by the Office of Legal Affairs
August 21, 2025
RE: Sourcing Efforts Letter - ITB 26-701 Kitchen Equipment and Repair Services
Mr. Luis Montanez,
Because the procurement process is constantly evolving and improving, the Purchasing Department has
developed a new customer service feature. The Purchasing Department is now providing a summary of
sourcing efforts to the internal client for ITB 26-701 Kitchen Equipment and Repair Services.
The Purchasing Department’s efforts include the website on July 10, 2025.
1) ITB 26-701 was posted to IonWave on July 10, 2025.
2) ITB 26-701 was advertised in the Champion Newspaper on July 10, 2025, and July 17, 2025.
3) Electronic notification sent to 4 vendors from the DCSD Vendor Bid List.
4) Electronic notification sent to 2011 vendors through the State of GA Procurement Registry.
5) Electronic notification sent to 443 vendors through IonWave.
If you are aware of any additional sourcing engines, please let us know so we may include those in our
process.
Two (2) bids were reviewed and two (2) deemed responsive to the requirements of the solicitation.
Please feel free to reach out to me at 678-676-0120 with any questions or concerns.
Regards,
Carla L. Smith
Carla L. Smith
Executive Director, Vendor Services
CLS\sma
c: Erick Hofstetter
Bobby Moncrief
Weyman F. Christopher
Robert R. Freeman Administrative Complex
1701 Mountain Industrial Blvd | Stone Mountain, GA 30083
678.676.0110 | www.dekalbschoolsga.org