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
DEKALB COUNTY SCHOOL DISTRICT
Kitchen Equipment Maintenance and Repair Services
ITB No. 26-701
Bid Tabulation
August 20, 2025
Vendor Markup
Installation of Standard Installation Labor for
Labor for Standard Custom Stainless-Steel Percentage on New
Emergency Repair Labor Commercial Kitchen New Equipment
Kitchen Equipment Fabrication (Including Equipment Purchases Materials Markup for
(Outside Standard Equipment (e.g. Ovens, Purchased Vendor (Not
Diagnostics and Repair Installation) - Tables, (Above Miscellaneous Parts and
Business Hours) Refrigerators, Covered Under OEM
Company (Excluding Parts) Sinks, Shelving Manufacturer/Distributor Hardware
Per Hour Dishwashers) Warranty)
Per Hour Per Linear Foot Cost)
Per Hour Per Unit
% Over Cost
HVAC Allies LLC $195.00 $225.00 $195.00 No Bid No Bid 20% 20%
Smart Care Equipment Solutions $132.00 $166.00 $132.00 No Bid $132.00 20% 15%