DeKalb board moves forward on $5.63 million program-management contract despite concerns about limited bids

The DeKalb County Board of Education voted 4–2–1 on Jan. 22 to move forward with awarding RFP No. 25-752-004 for capital improvement program planning and management services to Hoare Grama Management LLC, with a first-year, not-to-exceed amount of $5,630,326.

Board Chair Deirdre P. Pierce opened the virtual meeting and called on Eric Hostetter, the district’s chief operating officer, who presented the recommendation and asked that the board approve the award and move the item to consent. “It is requested that the DeKalb County Board of Education approve the award of RFP number 25-752-004, capital improvement program planning and management services to Hoare Grama Management LLC,” Hostetter said.

The presentation prompted questions about timing, overlap with the incumbent contractor and cost. Board member Awet Iyasu asked whether the new contract would begin immediately and how the district would manage a handoff while the incumbent, ACERM, remains under contract through May 30. Hostetter said the effective date would follow contract execution and that the district would schedule transition meetings so both firms can share knowledge and avoid service gaps.

Hostetter said the district budgeted for some overlap to ensure a smooth handoff and that the “up to” amount includes anticipated transition expenses. He gave an estimate for early transition work, saying HPM’s estimate for Feb. 1 through May 30 was about $182,000 and that figure is included in the total request.

Several board members expressed concern about competition for the work: many noted the district received only two bids for the multi-year contract. Dijon DeCosta told colleagues the five-year program represents roughly $25 million overall and questioned whether the district should pause to seek more proposals. “Why not try to save an extra, you know, million dollars?” DeCosta said, urging the board to consider whether a wider solicitation would produce better pricing.

Mrs. Gavorz, who moved to reconsider the item, said vendor feedback gathered in prior years indicates the district’s procurement history and timeline have discouraged some firms from bidding. “The project management team is embedded in our schools to the point where they look like they're our employees,” she said, noting that close integration makes it harder for outside firms to step in quickly.

Hostetter and other staff described steps the district has taken to address procurement and vendor concerns, including strengthening controls identified in a recent audit, communicating longer in advance with contractors and adding continuous planning to the requested scope so potential bidders better understand the work. Hostetter said the first year’s higher cost is tied to additional planning and that annual costs should fall — to roughly the low-to-mid $3 million range — after SPLOST 7 planning concludes.

After discussion, Gavorz moved to make a motion to reconsider the agenda item; the motion was seconded and put to a raised-hand vote. The board chair announced the outcome as 4 yes, 2 opposed and 1 abstention; the board carried the motion to move the item forward.

The board meeting concluded with Chair Pierce asking staff to post the meeting recording online. The contract award will proceed to contract execution and legal review; staff said the effective date will depend on the timing of that execution and coordination with incumbent services.