Agenda Item
iv. Contract Ratification and Renewal ~ ITB 25-549 Automotive, Bus Repair, and Services ~ Associated Fuel, Clark Truck Repair, Cummins, Inc., First Services, Georgia Truck & Trailer Repair, LLC, Stivers Ford South, Yancey Bros. (Not to Exceed $1,800,000)
Summary: Presented By: Mr. Erick Hofstetter, Chief Operating Officer, Division of Operations
Request: It is requested that the DeKalb County Board of Education approve the first of four (1 of 4) contract renewals and ratifications for ITB 25-549, Automotive, Bus Repair and Services in the amount not to exceed $1,800,000:
Associated Fuel: 3/12/2026-3/11/2027*
Clark Truck Repair: 2/26/2026-2/25/2027*
Cummins Inc: 9/10/2026-9/9/2027
First Services: 2/26/226-2/25/2027*
Georgia Truck & Trailer Repair, LLC: 3/5/2026-3/4/2027*
Stivers Ford South: 2/26/2026-2/25/2027*
Yancey Bros: 5/14/2026-5/13/2027
*The contracts were executed at different times, resulting in varying effective and renewal dates and require ratification.
Why: This approval request is for contract renewal to provide automotive, bus repair and services. It will allow DeKalb County School District (DCSD) to continue receiving services for Automotive, Bus Repair, and Services. This contract renewal will provide supplemental support services to the Fleet Services maintenance staff when the scope of work is beyond their capabilities and/or specialized tools, software and computer programming are needed.
Details: On February 10, 2025, the Board approved the award of ITB 25-549 to Associated Fuel, Clark Truck Repair, Cummins, Inc., First Services, Georgia Truck & Trailer Repair, LLC, Stivers Ford South, Yancey Bros.
Automotive contractors will provide services to the Fleet Services Department that include repair, service, and maintenance of diesel, gasoline, propane, compressed natural gas (CNG) engines, transmission repair, electrical systems, air and hydraulic brake systems, on school buses, sedans, and light, medium and heavy-duty trucks on an as needed basis. The contract enables the District to schedule work efficiently and reduce delays in response to both preventive and emergency work order needs.
This recommendation is for the first of four ( #1 of 4) one (1) year contract renewal options and continues the award of services as originally approved by the Board. Due to differing effective dates, ratification is required for some contracts included in this solicitation.
Financial impact: The total budget for these services in an amount not to exceed $1,800,000, will be allocated from the General Operations Repair and Maintenance Service fund cost code: 100.2700.543000.00011.7190.1320.8013.040.0000.
Contact: Mr. Erick Hofstetter, Chief Operating Officer, Division of Operations, 678.975.5924
Mr. Raymond Stanley, Executive Director, Fleet and Transportation Services, Division of Operations, 678.676.1387
Dr. Chardra Carter, Director, Fleet Services, Division of Operations, 678.676.1387
Effective: Upon Board Approval
Status: Approved by the Office of Legal Affairs
December 19, 2025
VIA EMAIL Makel@afs1.net
Associated Fuel Systems, Inc
3939 Moreland Ave
Conley, GA 30288
ATTN: Makel Chandler
Reference: ITB 25-549 Automotive & Bus Repair Services – Renewal Notice
Dear Mr. Chandler:
The DeKalb County School District (“DCSD”) desires to renew the award of ITB 25-549 Automotive & Bus Repair
Services, for one (1) year on the same terms, conditions, and pricing as set forth in the Agreement between DCSD
and Associated Fuel Systems, Inc., dated March 12, 2025. The purpose of this letter is to obtain Associated Fuel
Systems, Inc.’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 12, 2026, through March 11, 2027. Of course, we will notify you once the Board has approved the renewal.
DCSD appreciates Associated Fuel Systems, Inc.’s consideration of this offer to renew the award of ITB 25-549.
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 Monday,
December 29, 2025, 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
Ms. Chardra Carter
ACKNOWLEDGMENT
Associated Fuel Systems, Inc. hereby accepts DeKalb County School District’s offer to renew the award of ITB 25-
549 Automotive & Bus Repair Services, as set forth in the Agreement, until March 11, 2027. Associated Fuel
Systems, Inc. understands that this acceptance is subject to the approval of the DeKalb County Board of
Education.
Makel Chandler
____________________________________________ 12/19/2025
________________________
Authorized Signatory Date
Makel Chandler
____________________________________________ Purchasing 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