Department
Real Estate and Asset Management
Requested Action
title
Request approval to renew an existing contract - Department of Real Estate and Asset Management, 21ITB130203C-MH, Mail Services Operation in the amount of $351,573.24 with Moore Partners, Inc., dba More Business Solutions (Peachtree Corners, GA), to provide mail services Countywide. This action exercises the second of two renewal option. No renewal options remain. Effective dates: January 1, 2024 through December 31, 2024. (APPROVED)
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Requirement for Board Action
In accordance with Purchasing Code Section 102-394(6), the Purchasing Department shall present all renewal requests to the Board of Commissioners at least 90 days prior to the contract renewal date, or 60 days if the contract term is six (6) months or less.
Strategic Priority Area related to this item
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: The contract provides operational management mail services for Fulton County agencies which includes all mail equipment, trained management, equipment maintenance and personnel under the direction of the Department of Real Estate and Asset Management.
Scope of Work: The Scope of Work consists of:
• Pick-up and delivery services for approximately 31 remote locations with inter-office mail.
• USPS mail by metered mailing and management services for domestic express mail and package deliveries.
• Pre-sort mailing services.
• Provide user Departments/agencies monthly reports on their operating costs associated with mail services for volume and pickup, deliveries, and courier services.
• Three additional new daily remote locations for daily pickup and delivery, incoming and outgoing interoffice mail, outgoing USPS mail to be metered, Express and Priority Mail, and package pickup and delivery: 1) 5600 Campbellton Fairburn Rd., Atlanta, GA 30213, 2) 4700 Northpoint Pkwy., Alpharetta, GA 30022, and 3) Animal Shelter, 1251 Fulton Industrial Boulevard, Atlanta, GA 30318
Community Impact: The contract has limited community impact.
Department Recommendation: The Department of Real Estate and Asset Management recommends approval.
The requested spending authority in the total amount of $351,573,24, is an increase of $33,189.12 over 2023 which is due to the future economic inflation, tight employment market and ongoing post pandemic supply chain disruptions and added courier services. In past years, the contract’s monthly/annual price was lower than current monthly expenditure paid for these services, but the factors below all have had an impact on the annual price increase.
§ Medical/Health insurances costs increases.
§ Life and Disability insurances costs increases.
§ Workers Compensation insurances costs increases.
§ Commercial Insurances (Crime Policy and Liability - required per contract) costs increases.
§ Employee pay increases.
§ State of Georgia Unemployment Taxes increases.
The requested spending authority in the total amount of $351,573.24 is sufficient to cover these anticipated costs for FY2024 ($7,718.40 Increase from annual adjusted increase of $343,854.84 due to added courier services).
Historical Expenditures:
FY2023: The County expenditure as of 7/25/23, $185,724.07 (anticipate spending authority of $318,384.12 will be met)
FY2022: The County spent $294,800.00
FY2021: The County spent $318,625.68
FY2020: The County spent $303,456.00
FY2019: The County spent $289,003.00
Project Implications: The service is critical as it services approximately 31 remote locations for pick-up and delivery services, which, without it, would require mail equipment at each of these sites.
Community Issues/Concerns: None of which the Department is aware.
Department Issues/Concerns: If the renewal contract is not approved, the County will need to provide mail services to approximately 31 remote locations and employ personnel to handle inter-office mail services, delivery of mail to USPS daily, as well as the processing of presort mailing services.
Contract Modification
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Current Contract History |
BOC Item |
Date |
Dollar Amount |
|
Original Award Amount |
21-0570 |
8/4/21 |
$294,800.00 |
|
1st Renewal |
22-0627 |
9/7/22 |
$318,384.12 |
|
2nd Renewal |
|
|
$351,573.24 |
|
Total Revised Amount |
|
|
$684,757.36 |
Contract & Compliance Information (Provide Contractor and Subcontractor details.)
Contract Value: $351,573.24
Prime Vendor: Moore Partners, Inc. dba More Business Solutions
Prime Status: White Female Business Enterprise
Location: Peachtree Corners, GA
County: Gwinnett County
Prime Value: $351,573.24 or 100.00%
Total Contract Value: $351,573.24 or 100.00%
Total Certified Value: $351,573.24 or 100.00%
Exhibits Attached
Exhibit 1: Contract Renewal Agreement
Exhibit 2: Contractor’s Performance Report
Exhibit 3: Contract Renewal Evaluation Form
Contact Information
title
Joseph N. Davis, Director, Department of Real Estate and Asset Management, (404) 612-3772
Contract Attached
title
Yes
Previous Contracts
title
Yes
Total Contract Value
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Original Approved Amount: |
$294,800.00 |
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Previous Adjustments: |
$318,384.12 |
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This Request: |
$351,573.24 |
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TOTAL: |
$684,757.36 |
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:
700-520-5201-1711: General, Real Estate and Asset Management, Printing- $ $351,573.24 “Subject to availability of funding adopted for FY2024 by BOC”
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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: No renewal options remaining |
Overall Contractor Performance Rating:100
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 |