Agenda Item
i. Contract ~ RFQu 24-752-017 ~ Professional Services ~ Croft and Associates, Inc. ~ Facility Space Inventory Project to Update DCSD Floor Plans (Not to exceed $527,898)
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 Croft & Associates, Inc., as design professional to the Facility Space Inventory project, not to exceed $527,898.
Why: Approval of the Facility Space Inventory Project will provide an updated floor plan of all DeKalb County School District (DCSD) facilities and a database containing all room inventory and counts by building. This project is necessary to maximize space needs, support staff and student health and safety with updated, accurate information, and current designs. Croft and Associates, Inc., is an approved contractor under RFQu 24-752-017 - Continuing Contract for Professional services.
Details: A facility space inventory has not been performed in over 10 years. An update and verification of DCSD facility space is necessary to update our records and floor plans. The District seeks to provide an accurate account of facility space and to update all floor plans with appropriate architectural layout, room count, square footage of building(s), and age of building(s). The new floor plans for all schools and centers will help update the facility space inventory. Without updated floor plans, operations staff will not have the most accurate information to review facility layouts and plan building designs.
Updated Floor Plans
Review historical records such as room counts, previous floor plans, etc.
Schedule site visits to check the usage of facility spaces.
Walkthrough of all DCSD facilities to provide an accurate building layout.
Collaborate with Operations staff and Principals with any conflicts to layout.
Provide District with updated records and floor plans using the District floor plan template.
Provide AutoCAD drawings for all facilities.
Assemble a database with correct room count.
Facility Inventory Database
Verification of and update to the District’s database containing the full facility space inventory.
The inventory of all spaces will be an organized collection of all DCSD facilities to ensure correct labeling and usage of rooms and other spaces around the building.
Over the past decade there have been several renovations and additions to many of the schools in our District.
On May 6, 2024, the Board approved the contract award for RFQu 24-752-017 for Continuing Professional Services. Croft & Associates was one of the approved architectural firms for the District to provide services and solutions that support the District’s goals
Croft & Associates, Inc. is located at 3380 Blue Springs Road, Kennesaw, GA 30144
The current request for a total fee of $494,823 will be for all deliverables in the scope of work with a 6-month schedule to completion. It is anticipated that the scanning of documents and field verification process will commence shortly after Board approval.
Financial impact: The total budget of $527,898 for this project is allocated from the cost code 100.2600.543009.00011.7520.9990.8013.040.0000 under the Operations’ Division Local Capital Project Fund.
The Facility Space Inventory project will be a one-time cost of $527,898 allocated from the General Fund budget.
Contact: Mr. Erick Hofstetter, Chief Operating Officer, Division of Operations, 678.676.1465
Mr. Hans G. Williams, Director of Planning & CIP Programming, Division of Operations, 678.676.1588
Effective: Upon Board Approval
Status: Approved by the Office of Legal Affairs
August 26, 2025
Hans Williams
Director, Design and Construction
Operations Division
Sam Moss Service Center
Dekalb County School District
1780 Montreal Road
Tucker, Georgia 30084
VIA EMAIL
RE: Fee Proposal
DCSD Facility Space Inventory Update
Dear Hans:
We are pleased to submit this proposal to provide architecture and engineering services for the project
referenced above. We appreciate the opportunity and look forward to working with you to accomplish this
project.
This proposal is based on the scope of work document received from you, via email, on March 31, 2025 along
with attached list of facilities.
PROJECT SUMMARY
Dekalb County School District needs their facility space inventory to be updated as it has been 10 years since the
last major facility space inventory and floor plan update. This effort will include updating all floorplans with
appropriate architectural layout, room count, square footage of building(s), age of building(s), etc. The new floor
plans for all schools and centers will help update the facility space inventory. Total square footage of all DCSD
facilities equals approximately 14.8 million SF.
SCOPE OF SERVICES
Design services will be divided into two phases: Site Visits & AutoCad Drawings and Update Facility Inventory
Database
• Site Visits & AutoCad Drawings
o The CROFT team will perform the following:
▪ Review historical records such as room counts, previous floor plans, etc.
▪ Schedule site visits to check the usage of facility spaces.
▪ Walkthrough of all DCSD facilities to provide an accurate building layout.
▪ Collaborate with Operations staff and Principals with any conflicts to layout.
DELIVERABLES
o CROFT will provide the following:
▪ Updated records and floor plans using the District floor plan template.
▪ AutoCAD drawings for all facilities.
▪ A database with correct room count.
Atlanta • Charlotte • Denver • Myrtle Beach •Savannah
www.croftae.com
Fee Proposal
DCSD Facility Space Inventory Update
August 26, 2025
• Update Facility Inventory Database
o The CROFT team will perform the following:
▪ Verify and update the District’s database containing the full facility space inventory.
▪ Update inventories for each facility to include all renovations and additions that have occurred
since the last inventory was done.
DELIVERABLES
o CROFT will provide an organized collection of all DCSD facilities showing inventory of spaces for each
facility to ensure correct labeling and usage of rooms and other spaces around the building.
DESIGN ASSUMPTIONS
1. DCSD will provide CAD files for each facility. If CAD files are not available for a particular facility, then
CROFT will scan provided PDFs and convert to .DWG CAD files or a building scan can be done in the field
for additional services.
2. This proposal is good for sixty (60) days from the date of the proposal.
3. Travel expenses are included in fees below.
DELIVERABLES
Deliverables will be provided electronically in PDF file format for your use.
SCHEDULE
Below is a preliminary project schedule. Confirmation of schedule will be addressed in the project kick-off
meeting.
Phase 1 - Site Visits: 3 months
Phase 2 - Update Drawings: 3 months
Phase 3- Update Database & Final Coordination: 1 month
Total Duration: 7 months
PROFESSIONAL FEES
Professional fees for the project scope as outlined above will be as follows:
▪ Phase 1 - Site Visits $186,685
▪ Phase 2 – Update Drawings $279,450
▪ Phase 3 – Update Database & Final Coordination $ 61,763
▪ TOTAL FEE $527,898
Travel expenses are included in fees above.
PAYMENT TERMS AND CONDITIONS
Progress billings will be sent monthly based on effort expended with the balance of the fee for each phase due
upon delivery of the respective phase. Invoices are due within 30 days.
ADDITIONAL SERVICES
Additional services or changes to the project scope will be proposed and documented in writing and will be
formally approved by the client. No additional fees will be charged without your prior written approval.
2
Fee Proposal
DCSD Facility Space Inventory Update
August 26, 2025
Richard, thank you for the opportunity to submit this proposal and we look forward to working with you to
accomplish this project. Should you have any questions regarding this proposal, please do not hesitate to give
me a call.
Sincerely,
Croft & Associates, Inc.
Tracey Moss, AIA LEED AP
K12 Business Unit Director
APPROVAL
Accepted by:
Dekalb County School District
Signature
Date
3