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
CHRONOLOGY OF THE AGENDA ITEM
Facility Space Inventory – Floor Plan Update Project
Croft & Associates, Inc.
Scope:
Approval of Croft & Associates, Inc. as design professional, providing
Professional Services of facility space inventory, updated floor plans, and a room
usage database districtwide. Services will be performed under RFQu 24-752-017
Continuing Contract for Professional Services as specified in the bid documents and
Owner’s Criteria and Narrative Scope of Work.
Contract/Renewal Term:
The DeKalb County Board of Education (“the Board”) approved RFQu 24-752-017
Continuing Contract for Professional Services to Croft & Associates, Inc. as one of
multiple design professional awardees
This request for the approval to use Croft & Associates, Inc.. (pursuant to RFQu
24-752-017) for the Facility Space Inventory – Floor Plan Update Project
is not to exceed $527,898.
Pursuant to Board Policy, this request is being presented for approval as it exceeds
the $100,000 threshold.
Per Board Policy III. Competitive Selection
D). Exceptions to Competitive Selection:
h. The purchase is a continuation of an existing purchase agreement,
bid, request for proposal, time and material contract, rental, lease, or
purchase order duly authorized by the Board or its agent.
Purpose:
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.
This request is necessary to support the District's goals to support staff
effectiveness and to improve productivity and efficiency. This request also supports
the District’s desire to maintain an accurate inventory of facility information and
capital assets. The financial impact of the Facility Space Inventory Project will be at
a cost of $527,898. It is requested that the Board of Education approve the Facility
Space Inventory Project with the BOE approved architectural firm Croft &
Associates.