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
CHRONOLOGY OF THE AGENDA ITEM
RFP 24-564 - HVAC Repair and Installation Services
Contract Renewal (#2 of 4)
Scope:
Approval of Renewal award 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. to provide as-
needed HVAC Repair Services districtwide as specified in the bid documents
and Owner’s Criteria and Narrative Scope of Work.
Contract/Renewal Term:
The DeKalb County School District Board of Education (“the Board”) approved the
award for an initial one (1) year term with four (4), one (1) year options to renew
subject to Board approval on an annual basis.
The renewal term is as follows: (Current request)
• Contract Year 3, Renewal #2 (2 of 4) Not to Exceed $8,000,000,
collectively, to:
▪ 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.
Award Process
On February 12, 2024, the DeKalb Board of Education approved the initial award of
RFP 24-567 - HVAC Repair and Installation Services.
Having met all the requirements outlined in the Request for Proposal documents, 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. were selected as the
most responsive and responsible offerors to provide HVAC Repair and
Installation Services on an as-needed basis, for an initial one (1) year term with
four (4) one (1) year options to renew, subject to Board approval on an annual
basis.
This approval establishes a qualified pool of contractors that will provide HVAC
contracting services districtwide, on an as-needed basis for both the Facilities
Maintenance Department and the District’s E-SPLOST Capital Improvement
Program in support of:
• Facilities Maintenance operations
• Life-safety and emergency response needs
• Remodeling and renovation projects
• E-SPLOST capital improvement projects
The contract structure allows DCSD to respond efficiently to HVAC system failures
while maintaining cost control, service quality, and operational continuity.