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
ITB 25-549 Addendum 1
ITB 25-549 Automotive and Bus Repair Services
Issue Date: 9/12/2024
Questions Deadline: 9/27/2024 12:00 PM (ET)
Response Deadline: 10/10/2024 02:00 PM (ET)
Non-Capital
Page 1 of 6 pages Deadline: 10/10/2024 02:00 PM (ET) ITB 25-549 Addendum 1
Event Information
Number: ITB 25-549 Addendum 1
Title: ITB 25-549 Automotive and Bus Repair Services
Type: ITB-Non Capital
Issue Date: 9/12/2024
Question Deadline: 9/27/2024 12:00 PM (ET)
Response Deadline: 10/10/2024 02:00 PM (ET)
Notes: The DeKalb County School District (DCSD) is seeking bids from qualified bidders
with professional qualifications, technical competence, and specialized experience
to provide Automotive and Bus Repair Services as outlined in the scope of work.
Bid Activities
Optional Virtual Pre-Bid Conference 9/24/2024 2:00:00 PM (ET)
An optional virtual pre-bid conference will be held via Microsoft Teams at 2:00 PM EST on Tuesday, September
24, 2024.
Prospective offerors must provide the following information by 5:00 PM EST, on Monday, September 23, 2024:
Name and Title
Company Name
Telephone Number
Email Address
This information must be sent to solicitationquestions@dekalbschoolsga.org. Please enter “Optional Virtual Pre-
Bid Conference – ITB 25-549 Automotive and Bus Repair Services” in the subject line of your email.
An invitation will be sent via Microsoft Teams to those providing the above information no later than Tuesday,
September 24, 2024, by 1:00 PM EST.
Page 2 of 6 pages Deadline: 10/10/2024 02:00 PM (ET) ITB 25-549 Addendum 1
Q&A Submission Deadline 9/27/2024 12:00:00 PM (ET)
It is intended that this ITB be adequate for any bidder to respond to DCSD’s requirements.
However, should bidders have questions, all questions shall be submitted electronically to:
https://dekalbschoolsga.ionwave.net
Questions submitted to any other mailbox, voice mail or e-mail address will not be considered for response.
The deadline to submit questions is Friday, September 27, 2024, 12:00 PM EST.
Questions received after the deadline will not be considered.
Q&A Responses 10/4/2024 4:30:00 PM (ET)
All questions received by the deadline on Friday, September 27, 2024 shall be answered in writing; both the questions and
answers will be posted to the following website https://dekalbschoolsga.ionwave.net on or before Friday, October 04, 2024, 4:30 PM
EST.
Responses to questions will not be posted on official DCSD holidays.
Bid Submission Deadline 10/10/2024 2:00:00 PM (ET)
All potential bidders must register as a vendor at https://dekalbschoolsga.ionwave.net.
Bids in response to this ITB must be received electronically via IonWave no later than 2:00 PM EST, Thursday,
October 10, 2024.
Bids received after the stated deadline will not be considered.
Page 3 of 6 pages Deadline: 10/10/2024 02:00 PM (ET) ITB 25-549 Addendum 1
Virtual Public Bid Opening 10/10/2024 3:00:00 PM (ET)
The public bid opening will be held virtually through Microsoft Teams on Thursday, October 10, 2024, at 3:00 PM
EST.
Those who would like to attend the virtual public bid opening, please register no later than Wednesday, October 09,
2024, by 5:00 PM EST, by sending an email to solicitationquestions@dekalbschoolsga.org.
Please enter “Public Bid Opening -ITB 25-549 Automotive and Bus Repair Services” in the subject line of your
email.
An invitation will be sent via Microsoft Teams to those participants no later than Thursday, October 10, 2024, by 2:00
PM EST.
Bid Attachments
ITB_25-549_Automotive_and_Bus_Repair_Services Solicitation Document.pdf Download
ITB 25-549 Automotive and Bus Repair Services Solicitation Document
ITB 25-549 Addendum No. 1.pdf Download
ITB 25-549 Addendum No. 1 (Upload required)
Requested Attachments
ITB Document – ITB 25-549 Automotive and Bus Repair Services
(Attachment required)
Upload required for ITB Document – ITB 25-549 Automotive and Bus Repair Services here.
Financial Statement 2022
(Attachment required)
Upload required for Financial Statement 2022 here.
Financial Statement 2023
(Attachment required)
Upload required for Financial Statement 2023 here.
Business License
(Attachment required)
Upload required for Business License here.
Certificate of Insurance
(Attachment required)
Upload required for Certificate of Insurance here.
Attachment A- Bid Form
(Attachment required)
Upload required for Attachment A- Bid Form here.
Attachment B – Critical Paragraphs
(Attachment required)
Upload required for Attachment B - Critical Paragraphs here.
Attachment C- Bidder’s Client Reference Form (1)
(Attachment required)
Upload required for Attachment C- Bidder’s Client Reference Form (1) here.
Page 4 of 6 pages Deadline: 10/10/2024 02:00 PM (ET) ITB 25-549 Addendum 1
Attachment C- Bidder’s Client Reference Form (2)
(Attachment required)
Upload required for Attachment C- Bidder’s Client Reference Form (2) here.
Attachment C- Bidder’s Client Reference Form (3)
(Attachment required)
Upload required for Attachment C- Bidder’s Client Reference Form (3) here.
Attachment D – Statement of Confidentiality and Non-Disclosure
(Attachment required)
Upload required for Attachment D – Statement of Confidentiality and Non-Disclosure here.
Attachment E- Suspension and Debarment
(Attachment required)
Upload required for Attachment E- Suspension and Debarment here.
Attachment F– Conflict of Interest
(Attachment required)
Upload required for Attachment F– Conflict of Interest here.
Attachment G – Immigration & Security Certification
(Attachment required)
Upload required for Attachment G – Immigration & Security Certification here.
Attachment H- Non-Collusion
(Attachment required)
Upload required for Attachment H- Non-Collusion here.
Attachment I – Signature Page
(Attachment required)
Upload required for Attachment I – Signature Page here.
Addendum No. 1
(Attachment required)
Upload required for Addendum No. 1 here.
Brochures, Catalogs, Manuals, Websites, Literature, and other marketing media
Upload is optional for marketing media.
Page 5 of 6 pages Deadline: 10/10/2024 02:00 PM (ET) ITB 25-549 Addendum 1
Supplier Information
Company Name: First Services, a part of First Student, Inc.
Contact Name: Edmund Dixon
Address: 191 Rosa Parks Street 8th Floor, Cincinnati, Ohio 45202
Phone: 513-241-2200 (Corporate HQ)
Fax: 513-419-3207
Email: Edmund.Dixon@firstgroup.com
Supplier Notes
By submitting your response, you certify that you are authorized to represent and bind your company.
Leslie Norgren, Vice President First Services
Print Name Signature
Page 6 of 6 pages Deadline: 10/10/2024 02:00 PM (ET) ITB 25-549 Addendum 1