Department
Real Estate and Asset Management
Requested Action (Identify appropriate Action or Motion, purpose, cost, timeframe, etc.)
title
Request approval of lowest bidders - Department of Real Estate and Asset Management, 21ITB128258C-CG, Janitorial Services for Selected Fulton County Facilities (Groups C, D & G) in the total amount of $676,038.00 with (A) A-Action Janitorial Service, Inc. (Lithonia, GA) in the amount of $408,431.00 for Group C (Central Libraries) and (C) American Facility Services, Inc. (Alpharetta, GA) in the amount of $267,607.00 for Group D (North Fulton Libraries), to provide general cleaning for selected Fulton County facilities (Groups C and D). Effective dates: January 1, 2022 through December 31, 2022, with one renewal option. (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
Scope of Work: These contracts provide general cleaning for selected Fulton County facilities (Groups C and D) 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:
• A-Action Janitorial Service, 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.
• American Facility Services, Inc. - 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.
3H Service System, Inc. was initially awarded the contract for Groups C (Central Libraries) and D (North Fulton Libraries) in the amount of $223,667.85 on July 14, 2021, as Item #21-0519, with effective dates: August 1, 2021 through December 31, 2021, with two renewal options. But they have notified the County of its decision, on November 30, 2021, to be released from released from its contractual obligation at the end of its initial term, December 31, 2021.
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 to award contracts to the next lowest bidders to provide the highest quality of cleaning services for theses selected Fulton County facilities, which consists of: Groups C: (Central Libraries) and D (North Fulton Libraries) for FY2022.
These are a time and material contracts. The total requested spending authority in the amount of $676,038 which is sufficient to cover the cost for cleaning materials, janitorial supplies, labor hours to include day porters; and additional events and unanticipated emergencies that may require additional janitorial support to maintain the required cleaning in these facilities for FY2022.
Historical Expenditures:
• FY2021: The County expenditure as of 11/29/2021, is $687,228.90
• 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 new contracts are not approved, the Department will not be able to provide janitorial services for these selected County facilities.
Contract Modification: This is a new request.
Contract & Compliance Information (Provide Contractor and Subcontractor details.)
Total Contract Value: $676,038.00
(A)
Contract Value: $408,431.00
Prime Vendor: A-Action Janitorial Service Inc.
Prime Status: African American Female Business Enterprise-Certified
Location: Lithonia, GA
County: DeKalb County
Prime Value: $408,431.00 or 100.00%
Subcontractor: None
Total Contract Value: $408,431.00 or 100.00%
Total M/FBE Value: $408,431.00 or 100.00%
(B)
Contract Value: $267,607.00
Prime Vendor: American Facility Services, Inc.
Prime Status: Non-Minority
Location: Alpharetta, GA
County: Fulton County
Prime Value: $214,085.60 or 80.00%
Subcontractor: Phenomenal Janitorial & Maintenance Svc. Corp.
Subcontractor Status: African American Female Business Enterprise-Non-Certified
Location: Jonesboro, GA
County: Clayton County
Subcontractor Value: $53,521.40 or 20.00%
Total Contract Value: $267,607.00 or 100.00%
Total M/FBE Value: $52,521.40 or 20.00%
Grand Contract Value: $676,038.00 or 100.00%
Grand M/FBE Value: $461,952.40 or 68.33%
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 Performance Reports
Exhibit 3: Vendor Notification Letter
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: |
$676,038.00 |
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TOTAL: |
$676,038.00 |
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:
100-520-5221-1176: General, Real Estate and Asset Management, Cleaning Services- $676,038.00 “Subject to availability of funding adopted for FY2022 by BOC”
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Key Contract Terms |
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Start Date: 1/1/2022 |
End Date: 12/31/2022 |
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Cost Adjustment: Click here to enter text. |
Renewal/Extension Terms: One renewal option |
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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1/1/2021 |
6/30/2021 |