Agenda Item
ii. Contract ~ Cooperative Agreement ~ Spend Limit Increase ~ OMNIA Partners Cooperative Contract No. 159051 ~ Carrier ~ HVAC Equipment, Controls, and Service Solutions (Not to Exceed $1,000,000)
Summary: Presented by: Mr. Erick Hofstetter, Chief Operating Officer, Division of Operations
Request: It is requested that the DeKalb County Board of Education approve a spending limit increase of the OMNIA Partners Cooperative Contract No. 159051 contract between DeKalb County School District (“DCSD”) and Carrier for HVAC Equipment, Controls, and Service Solutions not to exceed $1,000,000.
Why: Approval of this request is to provide goods and services in support of DCSD’s HVAC requirements. By utilizing this agreement, DCSD will have access to the fixed pricing that has been competitively solicited and awarded.
Details: The Division of Operations - Facilities is requesting approval to increase the spend limit of the existing DCSD contract with Carrier Corporation via OMNIA Cooperative Contract No. 159061. The Board approved the initial use of contract #159061 on November 10, 2025, to the Business Services Department for the not to exceed amount of $150,000 specifically for preventive maintenance and repair of DCSD owned portable HVAC units.
The Facilities Department utilized contract 02-123 via the OMNIA Cooperative contract; consequently, 02-123 has been superseded by contract no. 159051.
https://www.omniapartners.com/suppliers/carrier/public-sector/contract-documents
Increasing the spending limit to include Facilities department use of this contract is a necessary component of HVAC Operations. It provides the DCSD with an established procurement vehicle for Carrier equipment and parts as needed. The agreement supports our ability to maintain safe and healthy learning environments, efficiently address equipment failures, and leverage cooperative purchasing advantages, including volume pricing and administrative efficiencies.
Based on recent Facilities Condition Assessments and evolving work ticket data, Carrier equipment accounts for a significant portion of the district's installed HVAC infrastructure, and the lack of an approved cooperative agreement limits our ability to procure replacement equipment and critical components in a timely manner. As we continue to address aging infrastructure and prepare for current and future equipment replacement needs, renewing this contract is increasingly important for maintaining operational continuity across the district.
The Omnia Cooperative contract is an initial three (3) year agreement (January 1, 2025-December 31, 2027) with two (2) one (1) year renewal options through December 31, 2029. The use of this contract will provide preventative maintenance and repair of DCSD-owned portable HVAC units. The additional $850,000 increase to the spend limit will provide resources to address additional Carrier related HVAC infrastructure installed districtwide. The contract with Carrier will be used on an as-needed basis.
This contract will not be used for public works construction projects as defined by OCGA s 36-91-2(12) that exceed $100,000. However, it may be used for non-construction projects that exceed $100,000. The Board will be notified of all projects that exceed $100,000.
The scope of this RFP shall include but not be limited to the following products and
services:
HVAC Equipment, Installation and Services;
HVAC Refrigeration - Rotary, Centrifugal, Scroll, Reciprocating, Absorption
Indoor Air Quality Products and Devices - Active polarization, non-ionizing, electronic air cleaning systems intended to replace passive filtration, and any other related product or device;
Unitary - rooftops, split systems, variable refrigerant flow (VRF), heat pumps, packaged terminal air conditioners (PTAC), water-source, and mini-splits;
Cooling Towers Type - Open, closed, evaporative, and any other type of product or device;
Pumps Type - Single stage, split case, end suction, inline, circulator, turbines;
Boilers & Water Heaters - Modulating, condensing, cast iron, water tube, packaged and any other related product or device;
HVAC Specialty Products - Modular, outside/inside, shell & tube (S&T) heat recovery, humidity control, heat wheel, heat pipe, heat exchangers;
Equipment Rentals Type - Chillers, pumps, transformers, terminal units, generators,
Cooling towers, packaged unitary and other types;
Chiller Systems;
Equipment Parts and Supplies - Manufactured parts, emergency parts service, or
miscellaneous material and supplies;
Building Control Systems;
Direct digital control (DDC) Systems to include core components, end devices, lighting, panels, and any other related product or device;
Central Station Controls - Manufactured or custom air, fan, filter, coil sections;
Air Terminal Devices and Heating Products - Variable air volume (VAV), fan coils, unit ventilators, unit heaters, fin tube radiation/convectors;
Remote Monitoring,
Warranty Services - Extended parts & labor (defined maximum number of years available), delayed start-up, and any other related services;
Energy Services - Energy Tracking, Energy Analysis, Evaluation of Potential Upgrades, demand response, or rebates;
Equipment Rentals - Chillers, pumps, transformers, terminal units, generators, cooling towers, packaged unitary, and any other related products or devices;
Financial Services - Leasing, prompt and pre-payment discounts, guaranteed savings, and other related financial services;
New Construction/Modernization/Upgrades;
Installation and Turnkey Contracting - Retrofit, new construction, energy retrofit, controls new and upgrade;
Site Surveys - Equipment, system analysis, operational, and other related site services;
Startup & Commissioning Services - Equipment startups, system checkouts, control verification, retro commissioning, measurement and verification (M & V), rebate auditing, and any other related services;
Warranty Services - Extended parts and labor, delayed start-up and other;
Consulting, Management, and Related Services;
Service & Maintenance - Preventative and full maintenance contracts, man-at attendance, remote monitoring, annuals, emergency services, regulatory compliance, cleaning (e.g., duct, coils and filters), scheduled maintenance (e.g., oil, chemical and vibration analysis), and other related services;
Balance of line - complete product and service offering for HVAC and Building Control Systems, Equipment, Installation and Related Products and Services to include all other products, services, and/or solutions offered.
Financial impact: General Fund Budget: 100.2600.543009.00011.7520.9990.8013.040.0000
Contact: Mr. Erick Hofstetter, Chief Operating Officer, Division of Operations, 678.676.1447
Mr. Keith Ball, Executive Director of Facilities & Capital Improvement Projects, Division of Operations, 678.676.1478
Effective: Upon Board Approval
Status: Approved by the Office of Legal Affairs
Title: Leveraging Carrier's Partnership in a Cooperative Agreement for
HVAC Procurement
Executive Summary: This business case advocates entering a
cooperative agreement with Carrier Corporation to procure HVAC
equipment. The school district currently relies on Carrier for approximately
60% of its HVAC units, including critical chillers valued at $60,000 each. With
immediate equipment needs exceeding the $100,000 spend limit, a cooperative
agreement with Carrier ensures the integrity of existing units while efficiently
meeting current and future procurement requirements.
Background: The school district's HVAC infrastructure plays a vital role in
maintaining comfortable and healthy indoor environments for students and
staff. With a significant portion of the HVAC equipment sourced from Carrier,
the district has a vested interest in preserving the integrity of its existing units
while addressing immediate procurement needs within budgetary constraints.
Problem Statement: The need for immediate HVAC equipment procurement,
including critical components such as chillers, presents a financial challenge for
the school district. With each chiller costing $60,000, the district's current
spending limit of $100,000 per purchase is insufficient to meet these needs
without compromising the integrity of existing units or exceeding budgetary
constraints.
Solution: Engaging in a cooperative agreement with Carrier offers a strategic
solution to the district's procurement challenge:
• Preservation of Existing Units: A cooperative agreement with Carrier
ensures the compatibility and integrity of the district's existing HVAC units,
minimizing the risk of operational disruptions and costly retrofits.
• Cost Efficiency: By leveraging Carrier's expertise and economies of scale, the
district can procure HVAC equipment competitively, potentially reducing overall
procurement costs.
• Budget Compliance: The cooperative agreement allows the district to
consolidate procurement efforts, ensuring that purchases remain within budgetary
limits while meeting immediate equipment needs.
• Compliance and Warranty: Carrier offers comprehensive warranties on its
equipment, providing peace of mind and protection against unforeseen failures or
malfunctions. In conclusion, the district's reliance on Carrier equipment, coupled
with the advantages of cost savings, compatibility, efficiency, and warranty
support, makes a compelling case for utilizing Carrier in a coop agreement for the
procurement of HVAC equipment. This strategic decision aligns with the district's
existing infrastructure and ensures the best value for future investments in HVAC
systems.
• Streamlined Procurement: Through a cooperative agreement, the district
can streamline the procurement process, reducing administrative burden and lead
times associated with individual purchases.
• Long-Term Partnership: Establishing a formal agreement with Carrier
fosters a long-term partnership, providing access to ongoing support,
maintenance, and future upgrades.
Financial Analysis: A comparative analysis of individual procurement versus
cooperative agreement procurement demonstrates potential cost savings and
budgetary compliance benefits. Factoring in negotiated pricing, streamlined
procurement processes, and the preservation of existing units, the cooperative
agreement with Carrier emerges as a financially prudent choice for the school
district.
This business case highlights the strategic advantage of leveraging Carrier as a
partner in a cooperative agreement for HVAC procurement, considering the
school district's reliance on Carrier equipment and immediate procurement
needs. Let me know if you need further details or modifications!
HVAC Manager II