Agenda Item
i. Contract Renewal ~ RFP 24-564 HVAC Repair and Installation Services ~ 5 Seasons Mechanical, ARS Mechanical LLC, HVAC Allies LLC, Mann Mechanical Company, Inc., MAXAIR Mechanical, Mechanical Services, Inc., Smith Mechanical Heating & Air, and Trane U.S. Inc. ~ Contract Renewal ~ 2 of 4 (Not to Exceed $8,000,000)
Summary: Presented by: Mr. Erick Hofstetter, Chief Operating Officer, Division of Operations
Request: It is requested that the DeKalb County Board of Education approve contract renewal (2 of 4) for RFP 24-564 HVAC Repair and Installation Services in the amount not to exceed $8,000,000 to the list below:
5 Seasons Mechanical
ARS Mechanical LLC
HVAC Allies LLC
Mann Mechanical Company, Inc.
MAXAIR Mechanical
Mechanical Services, Inc.
Smith Mechanical Heating & Air
Trane U.S. Inc.
Why: This request is for contract renewal to provide HVAC Repair and Installation Services required throughout DeKalb County School District (“DCSD”) on an as-needed basis. It ensures continuity of essential HVAC repair and installation services required to maintain safe, functional, and climate-controlled learning and working environments across DCSD facilities. This approval establishes a pool of qualified contractors that enables timely response to HVAC failures, addresses preventative maintenance and repair needs for various remodeling, renovations, life safety requirements, and capital improvement projects, while maintaining competitive pricing and operational efficiency.
This request renews the contract for an additional year to the above-captioned vendors from May 24, 2026-May 23, 2027.
Details: On February 12, 2024, the Board approved 5 Seasons Mechanical, ARS Mechanical LLC, HVAC Allies LLC, Mann Mechanical Company, Inc., MAXAIR Mechanical, Mechanical Services, Inc., Smith Mechanical Heating & Air, and Trane U.S. Inc. as the most responsive and responsible offerors to provide district-wide HVAC Repair and Installation Services. This recommendation is for (2 of 4) contract renewal options and renews the contract for an additional year to the above-captioned vendors from May 24, 2026-May 23, 2027.
Financial impact: The total contract amount for these services in the amount not to exceed $8,000,000 will be allocated from the General Fund Budget, Repair & Maintenance Service (100.2600.543000.00011.7520.9990.8013.040.0000)
Contact: Mr. Erick Hofstetter, Chief Operating Officer, Division of Operations, 678.676.1447
Mr. Keith Ball, Executive Director of Facilities & Capital Improvement, Division of Operations, 678.676.1478
Effective: Upon Board Approval
Status: Approved by the Office of Legal Affairs
DATE (MM/DD/YYYY)
CERTIFICATE OF LIABILITY INSURANCE 01/16/2027
THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS
CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES
BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED
REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER.
IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed.
If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on
this certificate does not confer rights to the certificate holder in lieu of such endorsement(s).
CONTACT
PRODUCER
NAME: Pat Waldrop
The Heritage Agency, Inc. PHONE FAX
P.O. Box 2810 (A/C, No, Ext): 334-298-5500 (A/C, No): 334-298-5589
E-MAIL
Phenix City, AL 36868 ADDRESS:
INSURER(S) AFFORDING COVERAGE NAIC #
INSURER A : Owners Insurance Company 32700
INSURED SMITH MECHANICAL HEATING & AIR LLC BILLY SMITH INSURER B : Auto Owners 18988
PO BX 124 INSURER C : HOME-OWNERS INS CO 26638
SEALE, AL 36875
INSURER D :
INSURER E :
INSURER F :
COVERAGES CERTIFICATE NUMBER: REVISION NUMBER:
THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD
INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS
CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS,
EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS.
INSR ADDL SUBR POLICY EFF POLICY EXP
LTR TYPE OF INSURANCE INSD WVD POLICY NUMBER (MM/DD/YYYY) (MM/DD/YYYY) LIMITS
A ✔ COMMERCIAL GENERAL LIABILITY 38250056 01/09/2026 01/09/2027 EACH OCCURRENCE $ 1,000,000
DAMAGE TO RENTED
CLAIMS-MADE ✔ OCCUR PREMISES (Ea occurrence) $ 300,000
MED EXP (Any one person) $ 10,000
PERSONAL & ADV INJURY $ 1,000,000
GEN'L AGGREGATE LIMIT APPLIES PER: GENERAL AGGREGATE $ 2,000,000
PRO- 2,000,000
POLICY JECT LOC PRODUCTS - COMP/OP AGG $
OTHER: $
COMBINED SINGLE LIMIT
B AUTOMOBILE LIABILITY 5425005600 01/09/2026 01/09/2027 (Ea accident) $ 1,000,000
✔ ANY AUTO BODILY INJURY (Per person) $
OWNED SCHEDULED BODILY INJURY (Per accident) $
AUTOS ONLY AUTOS
HIRED NON-OWNED PROPERTY DAMAGE $
AUTOS ONLY AUTOS ONLY (Per accident)
$
B ✔ UMBRELLA LIAB ✔ OCCUR 5425005601 01/09/2026 01/09/2027 EACH OCCURRENCE $ 2,000,000
EXCESS LIAB CLAIMS-MADE AGGREGATE $ 2,000,000
DED ✔ RETENTION $ 10000 $
C WORKERS COMPENSATION A106581542 01/09/2026 01/09/2027 ✔ PER
STATUTE
OTH-
ER
AND EMPLOYERS' LIABILITY Y/N
ANYPROPRIETOR/PARTNER/EXECUTIVE E.L. EACH ACCIDENT $ 1,000,000
OFFICER/MEMBER EXCLUDED? N/A
(Mandatory in NH) E.L. DISEASE - EA EMPLOYEE $ 1,000,000
If yes, describe under
DESCRIPTION OF OPERATIONS below E.L. DISEASE - POLICY LIMIT $ 1,000,000
DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required)
CERTIFICATE HOLDER CANCELLATION
SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE
THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN
DeKalb County School District ACCORDANCE WITH THE POLICY PROVISIONS.
1701 Mountain Industrial Blvd
Stone Mountain, GA 30083 AUTHORIZED REPRESENTATIVE
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