Agenda Item
vi. Contract Award ~ ITB 24-564- HVAC Repair and Installation Services ~ MAXAIR Mechanical ~ Briarlake Elementary School and Montclair Elementary School ~ Cooling Tower Coil Bundle Module Replacement Quote and Cooling Tower Coil Casing Section Replacement (Not to Exceed $312,960)
Summary: Presented by: Mr. Erick Hofstetter, Chief Operating Officer, Division of Operations
Request: It is requested that the DeKalb County School Board of Education approve the award of a contract to MAXAIR Mechanical, an approved vendor under ITB 24-564-HVAC Repair and Installation Services for cooling tower coil replacement at the following schools for an amount not to exceed $312,960.
Briarlake Elementary School (Proposal 2026-7066): $193,499.
Montclair Elementary School (Proposal 2026-7065): $119,461.
Why: The Facilities Department has identified severely damaged BAC closed-circuit cooling tower coil bundle modules at Briarlake Elementary School and Montclair Elementary School. Physical inspection at both sites confirmed winter-related damage and fluid loss in the existing coil sections, rendering each unit unable to provide reliable heat-rejection capacity during peak cooling demand. Continued operation without corrective action presents the risk of total equipment failure, loss of building climate control during the instructional day, and significantly escalated emergency repair costs.
Details: This request authorizes the award of a contract to MAXAIR Mechanical, an approved vendor under ITB 24-564 HVAC Repair and Installation Services to replace the deteriorated coil bundle modules at Briarlake Elementary School and Montclair Elementary School - the most cost-effective remediation strategy given the structural integrity of the remaining tower components - in advance of the 2026-2027 school year.
Proposals for this project were received from MAXAIR Mechanical and 5 Seasons Mechanical for cooling tower coil bundle module replacement and BAC Coiling Tower Coil Casing Section Replacement at Briarlake Elementary School and Montclair Elementary School, respectively.
The following proposal/quotes were received:
Briarlake Elementary School - BAC Cooling Tower Coil Bundle Module Replacement (1-Cell):
Maxair Mechanical (Proposal No. 252039): $193,499.00 - Lowest Responsive Bid
5 Seasons Mechanical (Quote No. 2026-7066): $263,196.65 (Primary) / $239,484.06 (Alternate)
On May 14, 2026, the HVAC Department also received a proposal from Maxair Mechanical (Proposal No. 245241) and on May 21, 2026, received a proposal from 5 Seasons Mechanical (Quote No. 2026-7065) for cooling tower coil casing section replacement at Montclair Elementary School (1680 Clairmont Pl NE, Brookhaven, GA 30329). The following proposal/quote was received:
Montclair Elementary School - BAC Cooling Tower Coil Casing Section Replacement (1-Cell):
Maxair Mechanical Option (Proposal No. 245241): $119,461.00 - Lowest Responsive Bid
5 Seasons Mechanical (Quote No. 2026-7065): $150,000.00 (Primary) / $123,553.00 (Alternate)
MAXAIR Mechanical submitted the lowest responsive and responsible quote for both facilities. MAXAIR Mechanical is a licensed Georgia mechanical contractor (GA REG CN210671) and is currently performing work within the DeKalb County School District.
Financial impact: Facilities Maintenance Capital Budget: 100.2600.543000.00011.7520.9990.8013.040.0000. Not to exceed $312,960.
Contact: Mr. Erick Hofstetter, Chief Operating Officer, Division of Operations, 678.676.1447
Mr. Keith Ball, Executive Director of Facilities and Capital Improvement, Division of Operations, 678.676.1478
Effective: Upon Board Approval
Status: Pending Approval by the Office of Legal Affairs
814 Livingston Court Phone: (770)956-1200
Marietta, GA 30067 www.maxairmech.com
GA REG CN210671
PROJECT AGREEMENT
Replacement coiling module on existing BAC Cooling tower
5/14/2026
Rhonda L. Disharoon Martinez
Maxair Mechanical
Phone: (470) 218-4278
rdisharoon@maxairmech.com
PROJECT PROPOSAL
Dekalb County Schools
DCS BRIARLAKE ES
3590 Lavista Rd
Decatur, GA 30033
Scope of Work - Replacement coiling module on existing BAC Cooling tower
Proposal Inclusions:
Coil Bundle Module Replacement (1-Cell Only)
Scope of work listed below for the replacement of the serpentine coil bundle module. No
additional work will be performed without prior approval.
Mobilize and Set Up Jobsite
*Set up the superintendent work truck and tool trailer in the designated area.
* Set up all project equipment and tools in the designated work area.
* Receive delivery of the coil bundle module.
*Disconnect / remove any electrical conduit that may interfere with the coil module replacement
in advance of the replacement.
Item #2: Coil Bundle Module Replacement (Qty 1)
* Disconnect the inlet and outlet piping connections from the coil section.
* Remove the existing insulation in advance of the replacement where needed
* Disconnect and unbolt the existing coil bundle module section in preparation for removal.
* Hoist the old deteriorated / damaged coil bundle module section off the existing BAC unit and
place onto a dedicatedflatbed truck/trailer for disposal.
* Hoist the new coil bundle module section into place on the existing fluid cooler and bolt into
place.
* Weld new flanges onto the coil bundle inlet and outlet connections (if applicable).
* Bolt the new flanges to the existing piping supply and discharge lines with new bolt and gasket
kits.
* Fill the new coil module section with water to test for leaks.k.Verify the distribution spray
system is properly seated and drift eliminators are tightly installed.
* Turn the unit back over to the customer for commissioning.
** If the inlet and outlet connections need to be re-insulated, new insulation will be done as
needed where repair was made
Jobsite Cleanup & Demobilize
Assumptions:
Scope excludes anything not explicitly detailed in this quote.
All labor to be performed during normal business hours (8am-5pm).
Pricing includes delivery of parts to repair location.
Pricing excludes credit card fees.
**Option pricing to add glycol and tank budget *$15,000.00. **
** Option pricing to replace drift eliminators - $5,965.00**
Proposal Number | 252039 2 | Page
Agreement Authorization
This agreement describes the rights and obligations of Maxair Mechanical and Dekalb County
Schools and constitutes the entire agreement between the parties and shall not be altered except in
writing. This Agreement sets forth all of the terms and conditions binding upon the parties hereto; and
no person has the authority to make any claim, representation, promise or condition on behalf of
Maxair Mechanical which is not expressed herein.
This proposal is the proprietary property of Maxair Mechanical and is provided for Dekalb County
Schools use only. Maxair Mechanical guarantees the price stated in this Agreement for thirty (30) days
from the proposal date above.
The price for the Project Proposal scope of work is: $193,499.00
The payment terms include 30% upon authorization of this agreement and subsequently agreed upon
progress billing schedule. Upon completion and acceptance by Dekalb County Schools of the work,
the balance is due within thirty (30) days of receipt of the final invoice.
Thank you again for the opportunity to earn your business.
Offered By: Accepted By:
Maxair Mechanical
Accepted By: Accepted By:
Name: Rhonda L. Disharoon Martinez Name:
Title: Account Manager Title:
Date: Date:
Signature Signature
Proposal Number | 252039 3 | Page
Terms and Conditions
10. To the fullest extent permitted by law, Client shall indemnify and
1. Company warrants that the workmanship hereunder shall be
hold harmless Company, its agents and employees from and
free from defects for three-hundred sixty-five (365) Days from
against all claims, damages, losses and expenses, including but
date of installation in addition to any manufacture ’s warranties.
not limited to attorneys' fees, arising out of or resulting from the
If any replacement part or item of equipment proves defective ,
performance of work hereunder, provided that such claim ,
Company will extend to Client the benefits of any warranty
damage, loss or expense is caused in whole or in part by any
Company has received from the manufacturer. Removal and
active or passive act or omission of Client, anyone directly or
reinstallation of any equipment or materials repaired or
indirectly employed by Client, or anyone for whose acts Client
replaced under a manufacturer's warranty will be at Client's
may be liable, regardless of whether it is caused in part by the
expense and at the rates then in effect. Company warrants the
negligence of Company.
title to the materials and equipment furnished to the Client
pursuant to this Agreement.
11. Client shall make available to Company's personnel all pertinent
Material Safety Data Sheets (MSDS) pursuant to OSHA'S
2. Client shall permit Company free and timely access to areas
Hazard Communication Standard Regulations.
and equipment and allow Company to start and stop the
equipment as necessary to perform required services. All
12. Company's obligation under this agreement and any subsequent
planned work under this Agreement will be performed during
contract does not include the identification, abatement or
Company's normal working hours.
removal of asbestos or any other toxic or hazardous substances ,
hazardous wastes or hazardous materials, or any fungus (es) or
3. Client will promptly pay invoices within thirty (30) days of
spore(s); substance, vapor or gas produced by or arising out of
receipt. Should a payment become thirty (30) days or more
any fungus(es) or spore(s); or any material, product, building
delinquent, Company may stop all work under this Agreement
component or structure that contains, harbors, nurtures or acts as
without notice and/or cancel this Agreement, and the entire
a medium for any fungus(es) or spore(s). In the event such
Agreement amount shall become due and payable immediately
substances, wastes and materials are encountered, Company's
upon demand. Furthermore, Client shall purchase and maintain
sole obligation will be to notify the Owner of their existence .
insurance covering all interests of the Company in the work ,
Company shall have the right thereafter to suspend its work until
naming the Company as a loss payee and entitling the
such substances, wastes or materials and the resultant hazards
Company to receive payment including the total unpaid
are removed. The time for completion of the work shall be
balance of the Agreement Price in the event of loss or damage
extended to the extent caused by the suspension and the contract
including, but not limited to, loss or damage caused by fire ,
price equitably adjusted. Company expressly disclaims any and
theft, vandalism or other perils. Client shall bear all costs of
all responsibility and liability for the indoor air quality of the
such insurance including, but not limited to, premiums,
Client's facility, including without limitation, injury or illness to
administrative expenses, and deductibles.
occupants of the facility or third parties, or any damage to the
Client's facility, arising out of or in connection with the
4. Client shall be responsible for all taxes applicable to the
Company's work under this agreement, including without
services and/or materials hereunder.
limitation any illness, injury or damage resulting in any manner
from any fungus(es) or spore(s), any substance, vapor or gas
5. Invoices paid by credit card will be subjected to a surcharge of
produced by or arising out of any fungus (es) or spore(s), or any
3%.
material, product, building component or structure that contains,
harbors, nurtures or acts as a medium for any fungus(es) or
6. Any alteration to, or deviation from, this Agreement involving
spore(s).
extra work, cost of material or labor will become an extra
charge (fixed-price amount to be negotiated or on a
13. Client shall bear the risk of loss, destruction, or damage to all
time-and-material basis at Company's rates then in effect) over
materials and equipment upon arrival of such materials and
the sum stated in this Agreement.
equipment at the Client's premises. Client shall also bear the risk
of any loss, destruction, or damage to the work performed by the
7. In the event Company must commence legal action in order to
Company.
recover any amount payable under this Agreement, Client shall
pay Company all court costs and attorneys' fees incurred by
14. Acceptance of this proposal acknowledges that the work site
Company.
and access to it are deemed to be safe. If additional measures
are required to maintain OSHA compliance, those expenses will
8. Any legal action relating to this agreement, or the breach
be considered reimbursable.
thereof, shall be commenced within one (1) year from the date
of the work.
15. UNDER NO CIRCUMSTANCES, WHETHER ARISING IN
CONTRACT, TORT (INCLUDING NEGLIGENCE), EQUITY
9. Company shall not be liable for any delay, loss, damage or
OR OTHERWISE, WILL COMPANY BE RESPONSIBLE
detention caused by the unavailability of machinery ,
FOR LOSS OF USE, LOSS OF PROFIT, INCREASED
equipment or materials, delay of carriers, strikes, including
OPERATING OR MAINTENANCE EXPENSES, CLAIMS OF
those by Company's employees, lockouts, civil or military
CLIENT'S TENANTS OR CLIENTS, OR ANY SPECIAL
authority, priority regulations, insurrection or riot, action of the
INDIRECT OR CONSEQUENTIAL DAMAGES.
elements, forces of nature, or by any cause beyond its control.
Proposal Number | 252039 4 | Page
Disclaimer and Limitation of Liability:
Design and as-built drawings prepared by Company and proposal information including scope of work/specifications, as defined by Company, are intended for
the exclusive use of Company. If these drawings, proposal information, and specifications are used by any person or business entity other than Company,
Company disclaims all warranties on the use of this information, either express or implied or otherwise, including but not limited to implied warranties of
merchantability, fitness for a particular use, and non-infringement. Under no circumstances will Company be liable to any person or business entity for any
direct, indirect, special, incidental, consequential, punitive, or other damages based on the use of this information, including, without limitation, any lost profits,
or business interruption. This is a comprehensive limitation of liability that applies to all losses and damages of any kind. If you are dissatisfied with the
information, your sole and exclusive remedy is to discontinue using the information.
Due to the unprecedented volatility in component pricing and uncertainty of impeding tariffs, we are unable to hold our pricing for any period of time. Lead
times and final pricing will be assessed at the time of project award and again at the time of submittal approvals. All price increases incurred between the date
of this document and the date of submittal approval will be considered reimbursable cost. Pricing stated within this document makes no allowance for inflation,
tariffs, or any other external economic forces.
Proposal Number | 252039 5 | Page