Agenda Item
i. ESPLOST VI ~ Contract Renewal ~ Capital Improvement Program Planning and Management Services ~ RFP 25-752-004 ~ Hoar Program Management, LLC (HPM) (Not to Exceed $6,343,280.20)
Summary: Presented by: Mr. Erick Hofstetter, Chief Operating Officer, Division of Operations
Request: It is requested that the DeKalb County Board of Education approve the contract renewal for RFP 25-752-004 to Hoar Program Management, LLC (“HPM”) for Capital Improvement Program (“CIP”) Planning and Management Services in the amount not to exceed - $6,343,280.20. This is contract renewal number one of four (#1 of 4), effective June 1, 2026.
Why: Approval of the renewal will ensure the continued management of the Dekalb County School District’s (“DCSD”) Capital Improvement Program projects and begin the data collection and planning process for the DCSD’s next major capital improvement funding cycle, E-SPLOST VII, which begins July 2027.
Details: The District’s capital improvement program includes administrative projects which cover the cost of staff and professional services needed to administer the program, manage individual projects, plan for future capital improvement projects, etc.
On January 24, 2025, the Board approved Hoar Program Management LLC as the most advantageous vendor for program management services. As required by applicable law, an annual approval for extension of services under the Master Agreement for Program Management Services contract shall be presented to the Board of Education for each succeeding year. This contract was executed in March 2025. This recommendation is one of four (#1 of 4) one (1) year renewal options.
Financial impact: The total contract renewal amount will be allocated from the E-SPLOST VI cost code 306.8013.90136.MGTADMINDC for a total not to exceed $6,343,280.20 for Program Management Services.
Contact: Mr. Erick Hofstetter, Chief Operating Officer, Division of Operations, 678-676-1470
Mr. Hans Williams, Dir. Planning & E-SPLOST Programming, Division of Operations, 678-676-1588
Effective: June 1, 2026
Status: Pending Approval by the Office of Legal Affairs
CHRONOLOGY OF THE AGENDA ITEM
RFP 25-752-004
Capital Improvement Program Planning and Management Services
Scope:
Contract Renewal of RFP 25-752-004 - Capital Improvement Program Planning and
Management Services to Hoar Program Management LLC (HPM) to provide
management of the DCSD capital improvement program projects, data collection
and planning for the next funding cycle, E-SPLOST VII (July 2027).
Contract/Renewal Term:
The initial contract term is from June 1, 2025, through May 31, 2026, with options
for renewal for up to four (4) years through May 31, 2030.
The terms are as follows:
• Initial Contract term – June 1, 2025 – May 31, 2026 -Not to Exceed $5,630,326
• Yr. 1 Renewal – June 1, 2026 – May 31, 2027 - Not to Exceed -
$6,343,280.20.
Solicitation Process:
On October 31, 2024, a Request for Proposals (“RFP”) was issued for Capital
Improvement Program Planning And Management Services.
On December 10, 2024, proposals were received from two (2) firms. Both proposals
were responsive and evaluated by a selection committee. Both firms were short-listed
and recommended by the selection committee to be interviewed. Interviews were
conducted on December 20, 2024. Hoar Program Management LLC (HPM) submitted
the most responsive and responsible proposal for program management services.
Award Process:
Initial Contract Award
At its business meeting on January 24, 2025, The DeKalb County Board of Education
approved the award of RFP 25-752-004 for Program Management Services to Hoar
Program Management LLC for an initial one-year term with four (4) one-year options
to renew subject to Board approval on a year-to-year basis.
Renewal #1
This agenda item seeks Board approval to extend HPM’s contract for a one (1) year
renewal period, June 1, 2026, through May 31, 2027.