Agenda Item
iv. Contract ~ Spend Limit Increase ~ RFP 26-711 Fire Alarm and Life Safety Systems Services (Not to Exceed $750,000)
Summary: Mr. Erick Hofstetter, Chief Operating Officer, Division of Operations
Request: It is requested that the DeKalb County Board of Education approve an increase in the spend limit of RFP 26-711 Fire Alarm and Life Safety Systems Services not to exceed $750,000 to:
Cliff's Fire Extinguisher Co., Inc.
Everon LLC
Johnson Controls Fire Protection
Why: The additional funding will support ongoing inspection, testing, certification, maintenance, emergency repairs, and corrective actions for District fire alarm and life safety systems provided by the approved vendors. Because corrective actions are funded from the same operating budget that supports required inspections and testing, available funding has been depleted significantly earlier than anticipated. Current available funding is insufficient to support continued issuance of blanket purchase orders for the approved vendors necessary to respond to time-sensitive inspection findings, emergency repairs, and regulatory compliance requirements. Approval of this request will ensure uninterrupted life safety services throughout the remainder of the fiscal year and maintain compliance with applicable fire and life safety codes.
Details: The Board approved the award of RFP 26-711- Fire Alarm and Life Safety Systems Services at the November 10, 2025, business meeting in an amount not to exceed $1,000,000. The FY2026 life safety operating budget was established at $1,000,000. However, approximately $250,000 of that funding was required to satisfy an outstanding obligation carried forward from the prior fiscal year for services previously provided by Cliff's Fire Company. As a result, the available funding for current-year inspections, testing, preventive maintenance, and corrective repairs was effectively reduced to approximately $750,000. Additionally, the original budget assumptions did not fully anticipate the volume and severity of deficiencies identified during the current inspection cycle. The District maintains fire alarm systems, automatic sprinkler systems, portable fire extinguishers, kitchen suppression systems, emergency lighting, and other life safety systems throughout more than 140 educational and support facilities. Future renewal requests for this contract will be presented as a separate Board agenda item for consideration.
As contractors perform mandatory inspections and testing in accordance with applicable National Fire Protection Association (NFPA) standards and state fire safety requirements, numerous deficiencies requiring immediate corrective action have been identified across District facilities.
These deficiencies include repairs and replacements associated with:
Fire alarm systems
Fire sprinkler systems
Portable fire extinguishers
Kitchen hood suppression systems
Emergency lighting
Other required life safety components
The requested funding increase does not modify the scope of services approved under RFP 26-711.
Rather, the additional authority will provide sufficient funding to continue:
Annual fire alarm inspections
Sprinkler inspections
Kitchen suppression inspections
Portable fire extinguisher inspections
Emergency repairs
Deficiency corrections
Required certifications
Code compliance activities
Services will continue utilizing the previously Board-approved contracts with Cliff's Fire Extinguisher Co., Inc., Everon LLC, and Johnson Controls Fire Protection on an as-needed basis. The original contract award authorized these vendors to provide districtwide inspection, testing, certification, maintenance, and repair services.
Financial impact: General Fund Budget and Capital Programs: 100.2600.543013.00011.7520.9990.8013.040.0000. (Not to Exceed $750,000).
Contact: Mr. Erick Hofstetter, Chief Operating Officer, Division of Operations, 678.676.1470
Mr. Keith L. Ball, Executive Director of Capital Improvements & Facilities, Division of Operations, 404.234.6985
Effective: Upon Board Approval
Status: Approved by the Office of Legal Affairs
CHRONOLOGY OF THE AGENDA ITEM
RFP 26-711 ~ Fire Alarm and Life Safety Systems Services
Spend Limit Increase
Scope
Contract – Spend Limit Increase -RFP 26-711 Fire Alarm and Life Safety
Systems Services- will provide continued funding for required inspection, testing,
certification, preventive maintenance, emergency repairs, and corrective actions for
fire alarm and life safety systems districtwide.
Contract/Renewal Term:
The DeKalb County 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.
Background
On November 10, 2025, the DeKalb County Board of Education approved the
award of RFP 26-711 to Cliff's Fire Extinguisher Co., Inc., Everon LLC, and
Johnson Controls Fire Protection for districtwide fire alarm and life safety
services on an as-needed basis. The annual contract authority was approved for an
amount not to exceed $1,000,000.
Approximately $250,000 of the approved FY2026 budget was used to satisfy a
prior fiscal year obligation, reducing available funding for current-year services. In
addition, required inspections have identified a greater number of life safety
deficiencies than originally anticipated, resulting in increased corrective repairs and
emergency service needs.
Administration requests approval of a spend limit increase not to exceed
$750,000 under the existing RFP 26-711 contract to ensure uninterrupted life
safety inspections, testing, maintenance, emergency repairs, and code compliance
throughout the remainder of the fiscal year.