Department
Real Estate and Asset Management
Requested Action (Identify appropriate Action or Motion, purpose, cost, timeframe, etc.)
title
Request approval of lowest responsible bidders - Department of Real Estate and Asset Management, Bid #21ITB128258C-CG, Janitorial Services for Selected Fulton County Facilities (Groups C, D & G) in the total amount of $362,515.35 with (A) 3H Service System, Inc., (Buford, GA) in the amount of $223,667.85 for Groups C & D (Libraries); and (B) Buckhead Elite Construction Trust, LLC. (Atlanta, GA) in the amount of $138,847.50 for Group G (Senior Centers- North & South), to provide the highest quality cleaning services for these selected Fulton County facilities. Effective dates: August 1, 2021 through December 31, 2021, with two renewal options. (APPROVED)
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Requirement for Board Action (Cite specific Board policy, statute or code requirement)
In accordance with Purchasing Code Section 102-373, all competitive sealed bids of more than $49,999.99 shall be forwarded to the Board of Commissioners for approval.
Strategic Priority Area related to this item (If yes, note strategic priority area below)
Open and Responsible Government
Commission Districts Affected
All Districts ☒
District 1 ☐
District 2 ☐
District 3 ☐
District 4 ☐
District 5 ☐
District 6 ☐
Is this a purchasing item?
Yes
Summary & Background Provide janitorial services for Groups C, D, and G
Scope of Work: This contract provides general cleaning for selected Fulton County facilities (Groups C, D, & G) for the Department of Real Estate and Asset Management (DREAM).
The janitorial contractors shall furnish all materials, labor, tools, janitorial equipment, cleaning supplies, restroom supplies (including feminine products, soap, toilet seat covers, toilet tissue, paper towels, and other required supplies) and equipment necessary to provide the highest quality janitorial services at these facilities which consists of:
• 3H Service System, Inc. - Group C: (Central Libraries) Consists of 5 facilities (Central, Auburn, Martin Luther King, Peachtree, and Mechanicsville Libraries) with a total of 323,852 cleanable sq. ft.; and Group D: (North Fulton Libraries) - Consists of 15 facilities (Alpharetta, Milton, Buckhead, Dogwood, East Atlanta, Kirkwood, Northeast Regional, Northside, Adamsville/Collier heights, Ponce de Leon, Roswell Branch, Sandy Springs, Fulton Library at Ocee, Northwest Atlanta, and East Roswell Libraries) with a total of 225,198 cleanable sq. ft.
• Buckhead Elite Construction Trust, LLC: - Group G: (North Senior Centers) - Consists of 5 facilities (HG Darnell, North Fulton, DC Benson, Dogwood and New Horizons) with a total of 74,002 cleanable sq. ft.; and (Central Senior Centers) which consist of two (2) facilities (Edgewood and Helene S. Mills) with a total of 30,093 cleanable sq. ft.
Community Impact: The overall community impact is to provide clean and sanitary facilities for the selected facilities.
Department Recommendation: The Department of Real Estate and Asset Management recommends approval of the lowest bidders to provide the highest quality of cleaning services for theses selected Fulton County facilities, which consists of: Groups C: (Central Libraries); D (North Fulton Libraries) and G: (North Senior Centers) and (Central Senior Centers) for Effective dates: August 1, 2021, through December 31, 2021. The recommendation was based on the overall lowest responsive and responsible bidder per Group complying with the provisions of the ITB.
The recommendation is based on the bidders’ calculation cost per cleanable square footage for each facility within that Group to include day porter services, premium annual events and all cleaning and restroom supplies to determine the lowest responsive and responsible bidder(s) for a total annual cost for each of the three (3) different Groups: C: (Central Libraries) consists of five (5) facilities, D: (North Fulton Libraries) consists of 15 facilities, and G: (North Senior Centers) consists of five (5) facilities and (Central Senior Centers) consists of two (2) facilities, for a total of seven (7) senior center facilities.
Additionally, the recommendation was based upon the bidders’ references of current customers who verified the quality of service the company provided for facilities similar in size and scope of work.
Historical Expenditures:
• FY2021: The County expenditure as of 6/24/2021, $217,489.12
• FY2020: The County spent $550,631.20
• FY2019: The County spent $750,724.16
• FY2018: The County spent $893,367.00
• FY2017: The County spent $758,401.63
Project Implications: These contracts are design to provide and maintain sustainable clean and sanitary County facilities. The effective cleaning program is critical component to keeping a healthy and productive environment.
Community Issues/Concerns: None that the Department is aware of.
Department Issues/Concerns: If these contracts are not approved, the Department will not be able to provide janitorial services for selected County facilities.
Contract Modification: No, this is a “New Procurement.”
Contract & Compliance Information (Provide Contractor and Subcontractor details.)
Total Contract Value: $362,515.35
(A)
Contract Value: $223,667.85
Prime Vendor: 3H Service System, Inc.
Prime Status: Asian Male Business Enterprise-Non-Certified
Location: Buford, GA
County: Gwinnett County
Prime Value: $223,667.85 or 100.00%
Subcontractor: None
Total Contract Value: $223,667.85 or 100.00%
Total M/FBE Value: $223,667.85 or 100.00%
(B)
Contract Value: $138,847.50
Prime Vendor: Buckhead Elite Construction Trust, LLC
Prime Status: African American Female Business Enterprise-Non-Certified
Location: Atlanta, GA
County: Fulton County
Prime Value: $138,847.50 or 100.00%
Subcontractor: None
Total Contract Value: $138,847.50 or 100.00%
Total M/FBE Value: $138,847.50 or 100.00%
Grand Contract Value: $362,515.35 or 100.00%
Grand M/FBE Value: $362,515.35 or 100.00%
Exhibits Attached (Provide copies of originals, number exhibits consecutively, and label all exhibits in the upper right corner.)
Exhibit 1: Bid Tabulation Sheet
Exhibit 2: Contractor’s Performance Reports
Exhibit 3: Department Award Recommendation Memo
Contact Information (Type Name, Title, Agency and Phone)
title
Joseph N. Davis, Director, Department of Real Estate and Asset Management, (404) 612-3772
Contract Attached
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No
Previous Contracts
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No
Total Contract Value
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Original Approved Amount: |
$0.00 |
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Previous Adjustments: |
$0.00 |
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This Request: |
$362,515.35 |
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TOTAL: |
$362,515.35 |
Grant Information Summary
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Amount Requested: |
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☐ |
Cash |
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Match Required: |
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In-Kind |
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Start Date: |
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☐ |
Approval to Award |
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End Date: |
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☐ |
Apply & Accept |
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Match Account $: |
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Fiscal Impact / Funding Source
Funding Line 1:
100-520-5221-1176: General, Real Estate and Asset Management, Cleaning Services - $362,515.35
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Key Contract Terms |
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Start Date: 8/1/2021 |
End Date: 12/31/2021 |
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Cost Adjustment: |
Renewal/Extension Terms: Two renewal options |
Overall Contractor Performance Rating:
Would you select/recommend this vendor again?
Yes
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Report Period Start: |
Report Period End: |
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8/1/2021 |
12/31/2021 |