Department
Real Estate and Asset Management
Requested Action (Identify appropriate Action or Motion, purpose, cost, timeframe, etc.)
title
Request approval of the lowest responsible bidders - Department of Real Estate and Asset Management, 23ITB110923C-GS, HVAC On Call Maintenance Services Countywide in an amount not to exceed $1,200,000.00, with (A) Mechanical Services, Inc. (Marietta, GA) in an amount not to exceed $400,000.00; (B) Trane U.S., Inc. (Atlanta, GA) in an amount not to exceed $350,000.00; (C) 5 Seasons Mechanical LLC (Norcross, GA) in an amount not to exceed $250,000.00; and (D) JR Hobbs Co. - Atlanta, LLC (Lawrenceville, GA) in an amount not to exceed $200,000.00, to provide standby on-site HVAC on call maintenance services of air conditioning systems on an “as needed” basis for all Fulton County facilities. Effective upon execution of contracts through December 31, 2024, 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 $100,000.00 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 These contracts furnish all materials, labor, tools, equipment, and appurtenances necessary to provide standby HVAC on-call maintenance services for heating, ventilations, and air conditioning systems (HVAC) on an as-needed basis for all Fulton County facilities. The scope of work also includes, but is not limited to, the following preventive maintenance task to be perform as indicated:
Scope of Work:
1. Troubleshoot building automations systems (BAS) and HVAC equipment.
2. Adjust sensors, systems inputs/outputs and all related settings where automation is not used.
3. Replace minor parts such as fuses, filters, solenoids, valves etc. This will be completed in consultation with the appropriate County HVAC Manager.
4. Report to the Building Maintenance Manager scope and details of major repairs needed and provide a not-to-exceed estimate for requisite repair work.
5. Acquire repair parts and perform repair service.
6. At the end of repair work or call, the tradesperson or his/her supervisor must submit a service ticket for each call-out indicating the date of service, location of the service, County ID# of equipment serviced, explanation of work completed, list and cost of materials used, and duration of work.
7. Provide warranty information on replaced equipment and parts.
8. If the bidder does not have capabilities in troubleshooting specialized/proprietary control systems, they will consult with County personnel and equipment manufacturers or their authorized representatives for resolution of issue.
9. Dispose of all waste material, including hazardous wastes, in an environmentally acceptable manner.
Equipment Types and Connected Systems that may Require Service Repair:
1. Air conditioning units/air handlers
2. Split units and package units (heating and cooling).
3. Chillers, cooling towers and associated equipment
4. Terminal boxes and controllers
5. Boilers and hot water heaters
6. Building Automation Systems
Community Impact: This service is necessary for the environmental health and comfort of the patrons and employees in County facilities.
Department Recommendation: The Department of Real Estate and Asset Management recommends approval of the lowest responsible bidders for fiscal year 2024.
Procedure for Basis of Award:
The recommendation for the award was based on the bidders’ prices for rates during normal hours and on weekends/holidays along with trip charges per call for repairing HVAC systems to determine the lowest responsible bidders. Also, bidders must provide proof of professional licenses/and certification in Georgia Conditioned Air Contractor, Boiler License, Class II and Refrigerant License 608 issued by EPA which is a criteria to be considered for an award with Fulton County.
The Department received and evaluated six (6) bids to the solicitation
Award Recommendation:
After careful review, DREAM recommends the four (4) overall lowest responsive and responsible HVAC contractors (Mechanical Services, Inc., Trane U.S., Inc., 5 Seasons & JR Hobbs) to provide standby on-site HVAC on call maintenance services Countywide. Selecting four (4) HVAC contractors provides the County with the flexibility to accommodate the County’s facility portfolio size while minimizing system down time. Three (3) of the four (4) recommended HVAC contractors have a current or previous contract with Fulton County and have performed very well as HVAC contractors for Fulton County as stated in their performance reports (see Exhibit 2).
These are time and material contracts. The requested spending authority covers the labor hours in the estimated amount of $360,000.00 which is approximately 30% percent on average for troubleshooting, diagnosing and maintenance repairs for BAS/HVAC equipment. The remaining $840,000.00 balance will cover the cost for manufacturer’s specified OEM replacement parts/components on a variety of HVAC systems (AHU, cooling towers, and split and package units) with sizes varying from 5 to 880 tons capacity throughout the County. The requested spending authority in the total amount of $1,200,000.00 will cover the expenditure for FY2024.
Project Implications: This contract provides technical services, maintenance repairs and equipment replacement on various types of HVAC systems units varying from 5 to 880 tons capacity and BAS which provide comfort to patrons and employees throughout Fulton County facilities.
Community Issues/Concerns: None of which the Department is aware.
Department Issues/Concerns: If this contract is not approved, the Department cannot address the maintenance repairs needed for the County’s HVAC systems.
Contract Modification No, this is a new procurement.
Contract & Compliance Information (Provide Contractor and Subcontractor details.)
Contract Value: $1,200,000.00
(A)
Prime Vendor: Mechanical Services, Inc.
Prime Status: White Female Business Enterprise
Location: Marietta, GA
County: Cobb County
Prime Value: $400,000.00 or 100.00%
Total Contract Value: $400,000.00 or 100.00%
Total Certified Value: $400,000.00 or 100.00%
(B)
Prime Vendor: Trane U.S., Inc.
Prime Status: Non-Minority
Location: Atlanta, GA
County: DeKalb County
Prime Value: $350,000.00 or 100.00%
Total Contract Value: $350,000.00 or 100.00%
Total Certified Value: $0.00 or 0.00%
(C)
Prime Vendor: 5 Seasons Mechanical LLC
Prime Status: African American Male Business Enterprise
Location: Norcross, GA
County: Gwinnett County
Prime Value: $250,000.00 or 100.00%
Total Contract Value: $250,000.00 or 100.00%
Total Certified Value: $250,000.00 or 100.00%
(D)
Prime Vendor: JR Hobbs
Prime Status: Non-Minority
Location: Lawrenceville, GA
County: Gwinnett County
Prime Value: $200,000.00 or 100.00%
Total Contract Value: $200,000.00 or 100.00%
Total Certified Value: $0.00 or 0.00%
Grand Contract Value: $1,200,000.00 or 100.00%
Grand Certified Value: $650,000.00 or 54.17%
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 Recommendation Memo
Contact Information (Type Name, Title, Agency and Phone)
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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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Yes
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: |
$1,200,000.00 |
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TOTAL: |
$1,200,000.00 |
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:
100-520-5225-1116: General, Real Estate and Asset Management, Building Maintenance, AND subject to capital funding allocation for FY 2024.
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Key Contract Terms |
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Start Date: 1/1/2024 |
End Date: 12/31/2024 |
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Cost Adjustment: |
Renewal/Extension Terms: Two one-year renewal options |
Overall Contractor Performance Rating: 85
Would you select/recommend this vendor again?
Yes
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Report Period Start: |
Report Period End: |
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4/1/2023 |
6/30/2023 |