Agenda Item
ii. Contract Award ~ RFP 26-727 ~ District Wide Evening Preventative HVAC Maintenance Services ~ ARS Mechanical LLC., MAXAIR Mechanical (MAXAIR, Inc.), Smith Mechanical Heating & Air, and Trane U.S. Inc. (Not to Exceed $1,250,000)
Summary: Presented by: Mr. Erick Hofstetter, Chief Operating Officer, Division of Operations
Request: It is requested that the DeKalb County Board of Education (“the Board”) approve the award of the contract for RFP 26-727 - District Wide Evening Preventative HVAC Maintenance Services in the amount not to exceed $1,250,000:
ARS Mechanical LLC
Maxair Mechanical (Maxair Inc.)
Trane U.S. Inc.,
Smith Mechanical Heating & Air
Why: This request approves the award of the contract for RFP 26-727 District-Wide Evening Preventive HVAC Maintenance Services. Awarding multiple qualified vendors will provide the DeKalb County School District (DCSD) with sufficient capacity and flexibility to perform district-wide evening preventative HVAC maintenance services. Multiple awards will improve response capabilities, support preventative maintenance schedules, reduce equipment downtime, and ensure continuity of operations across DCSD facilities while maintaining competitive pricing and vendor availability.
Details: It is requested that the Board approve the contract award of RFP 26-727 - District Wide Evening Preventative HVAC Maintenance Services to secure qualified contractors to perform district-wide evening preventative maintenance services for HVAC systems located throughout DCSD facilities on an as-needed basis. Approval of this contract will ensure providing efficient service and quality performance while reducing costs. It ensures continuity of essential HVAC repair, maintenance, and installation services required to maintain safe, functional, and climate-controlled learning and working environments across DCSD facilities.
The Request for Proposals (“RFP”) 26-727 was publicly advertised and distributed through multiple procurement channels. Procurement efforts included posting the solicitation on IonWave, publication in the Champion Newspaper, and electronic notification to more than 1,500 registered vendors through the Georgia Procurement Registry.
A total of nine (9) proposals were received and reviewed, and all were deemed responsive to the requirements of the solicitation.
ARS Mechanical LLC- 7195 Turner Hill Road North, Lithonia, GA 3058
Maxair Mechanical (Maxair Inc.)- 814 Livingstone Court, Marietta, GA 30067
Trane U.S. Inc., - 400 Dekalb Technology Parkway, Bldg. 100, River Ridge, GA 30340
Smith Mechanical Heating & Air - PO BOX 124, Seale, AL 36875
An evaluation committee reviewed and scored proposals based on company profile, scope of services, relevant experience, professional references, and cost of services. Based upon the final evaluation rankings, the committee recommends an award to the four highest-ranked firms:
ARS Mechanical LLC
Trane U.S. Inc.
Maxair Mechanical (Maxair Inc.)
Smith Mechanical Heating & Air
The contract term is a one (1) year initial contract with up to four (4) one-year renewal options, contingent upon satisfactory vendor performance, available funding and Board approval.
Financial impact: The total budget in the not-to-exceed contract amount of $1,250,000 will be allocated from the General Fund - Maintenance Operations Account Code: 100.2600.541001.00011.7520.9990.8013.040.0000
Contact: Mr. Erick Hofstetter, Chief Operating Officer,nDivision of Operations, 678-676-1470
Mr. Keith L. Ball, Executive Director. Capital Improvements & Facilities, Division of Capital Improvements, 404.234.6985
Effective: Upon Board Approval
Status: Approved by the Office of Legal Affairs
District Wide Evening Preventative HVAC Maintenance Services
Final Evaluation Form - RFP No. 26-727
EVALUATION
FIRM'S RELEVANT EXPERIENCE AND EXPERTISE
FIRM'S OVERVIEW/COMPANY PROFILE
PROFESSIONAL REFERENCES TOTAL EVALUATION SCORE EVALUATION RANKING
SCOPE OF SERVICES COST OF SERVICES
District Wide Evening Preventative HVAC Maintenance
Services
RFP 26-727
APPLICANTS POINTS AVAILABLE 80 140 80 40 60 400
ARS Mechanical LLC Score 72 112 72 40 23 319 1
HVAC Allies Score 52 112 60 8 30 262 6
HAV'ARC Heating and Air, LLC Score 28 28 16 8 60 140 8
K.E.G. Plumbing & Mechanical, Inc. Score 16 28 12 8 22 86 9
Mann Mechanical Company, Inc. Score 68 77 72 8 17 242 7
Maxair Mechanical (Maxair Inc.) Score 64 98 76 10 29 277 3
Mechanical Services, Inc. Score 60 98 72 8 24 262 5
Smith Mechanical Heating & Air Score 64 105 60 12 27 268 4
Trane U.S. Inc. Score 76 112 68 28 12 296 2
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