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
January 13, 2026
VIA EMAIL
nogbara@maxairmech.com
Maxair Mechanical, LLC
814 Livingston Court
Marietta, GA 30067
ATTN: Justin Gary, President
Reference: RFP 24-564, HVAC Repair and Installation Services – Renewal Request
Dear Mr. Gary:
The DeKalb County School District (“DCSD”) desires to renew the award of RFP 24-564, HVAC Repair and
Installation Services, for one (1) year on the same terms, conditions, and pricing as set forth in the Agreement
between DCSD and Maxair Mechanical, LLC. The purpose of this letter is to obtain Maxair Mechanical, LLC’s
acceptance of DCSD’s offer to renew the Agreement.
The renewal is subject to the DeKalb County Board of Education’s (“Board”) approval and will be effective from
March 27, 2026, through March 26, 2027. Of course, we will notify you once the Board has approved the
renewal. DCSD appreciates Maxair Mechanical, LLC’s consideration of this offer to renew the award of RFP 24-
564.
If accepted, please submit a copy of your company’s proof of insurance reflecting the coverage(s) stated within the
original solicitation document, sign the acceptance below, and email both documents no later than Tuesday,
January 20, 2026, to Latrice Brown at Latrice_Brown@dekalbschoolsga.org. Insurance policy or policies must be
maintained throughout the term of this agreement. A copy of the insurance requirements is included.
Best regards,
Carla L. Smith
Carla L. Smith
Executive Director
CLS/smg
c: Mr. Erick Hofstetter
Mr. Bobby Moncrief
ACKNOWLEDGMENT
Maxair Mechanical, LLC accepts DeKalb County School District’s offer to renew the award of RFP 24-564, HVAC
Repair and Installation Services, as set forth in the Agreement until March 26, 2027. Maxair Mechanical, LLC.
understands that this acceptance is subject to the approval of the DeKalb County Board of Education.
____________________________________________ 1/19/2026
________________________
Authorized Signatory Date
Aaron Natale
____________________________________________ General Manager
________________________
Name (Typed or Printed) Title of Authorized Signatory
Robert R. Freeman Administrative Complex
1701 Mountain Industrial Blvd | Stone Mountain, GA 30083
678.676.0110 | www.dekalbschoolsga.org