Requested Action (Identify appropriate Action or Motion, purpose, cost, timeframe, etc.)
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Request approval to extend an existing contract - Department of Real Estate and Asset Management, SWC #99999-001-SPD0000154-0001, Facility Maintenance for Preventive Jail Maintenance Services at the South Fulton Municipal Regional Jail at Union City in the amount of $101,505.75 with CGL Facility Management, LLC (Fayetteville, GA), to provide continued preventive and corrective maintenance repair services at the South Fulton Municipal Jail at Union City for three (3) additional month period. Effective dates: April 1, 2021 through June 30, 2021. (APPROVED)
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Requirement for Board Action (Cite specific Board policy, statute or code requirement)
In accordance with Purchasing Code Section 102-420, contract modifications within the scope of the contract & necessary for contract completion of the contract, in the specifications, services, time of performance or terms and conditions of the contract 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: This contract extension is being requested due to the pending award to a new vendor. The extension provides ample time to select and recommend a new vendor for approval by the BOC.
Scope of Work:
This contract provides for engineering management and technical expertise to maintain interior and exterior equipment and spaces, including, but not limited to: participate in strategic planning, budgeting sessions; evaluate infrastructure needs; energy management; provide an inventory of all equipment and systems, supervision, labor, materials, supplies, spare parts, tools, preventive and predictive maintenance and emergency services for the building and building systems in the facilities; assist Union City Jail staff and outside contractors and consultants hired by Fulton County for facility improvements, additions, upgrades, building retrofits and studies and monitor regulatory compliance for systems included in scope.
The Statewide Contractor (facility maintenance) will operate, maintain, monitor, and adjust the day-today operations of all mechanical, electrical, and building systems. The contractor shall be fully responsible for providing customer service, quality control and all other services.
Basic services shall include:
• Facility Management: day-to-day management
• Landscaping/Grounds
• Electrical Systems but not limited to; high voltage distribution systems inclusive of transformers, switchgear, cables, and secondary conductors; all switchgear, main panel boards, subpanels, disconnects, motor starters and receptacles.
• Kitchen Equipment: Preventive maintenance schedule for appliance repairs
• Security Systems including but not limited to; audio systems, video systems, CCTV and cable TV
• Emergency Generator Systems
• Lighting: Preventive maintenance on all interior and exterior lighting attached to facility, security lighting, ballast, lighting control systems and lamp replacement. Exterior pole lighting is not responsibility of the Contractor.
• Heating Ventilation and Air Conditioning Equipment including but not limited to; direct exchange cooling units, heat pumps, air handling units, roof tops, exhaust fans coils and refrigerant piping
• Fire Alarm including but not limited to; fire suppression system, fire sprinklers, fire extinguishers and fire panels.
• Fire Sprinkler Systems
• Plumbing and Sewer including but not limited to; pipes, service pipes, drains, sumps, backflow prevention devices, sewage grinders, septic tanks, pumps, water heaters, sinks, showers, toilets, faucets, water purifiers, garbage disposals, washer lines, floor drains, and leak detection.
• Building Utility Systems including but not limited to; chilled water, hot water, steam, and condensate, associated supply, return, and condensate pumps and controls, domestic hot water heat exchangers, chemical water treatment equipment, electrical, electronic, and pneumatic control systems, and compressed air systems.
• Laundry Equipment: preventive maintenance schedule for all equipment as required by the manufacturer.
• Pest Control
• Natural Gas and LP Gas Distribution and Combustion Systems
Services not included:
• Site Utilities
• Janitorial Services
• Roofing Services and Waterproofing Systems
• Asphalt/Concrete Repair
• Card Access System
• IT Maintenance
However, if there is any interruption in the supply of any/all of the above utilities, the Contractor will coordinate with the respective utility vendors and ensure early resumption of utilities.
Community Impact: This ensures the facility improvements.
Department Recommendation:
The Department of Real Estate and Asset Management requests approval to extend existing contract to provide continued preventive and corrective facility maintenance repair services at the South Fulton Municipal Jail at Union City for additional three (3) month time period effective; April 1, 2021 through June 30, 2021, to ensure continued preventive and corrective facility maintenance repair services for the South Fulton Jail until the new solicitation process is completed, BOC approvals and new contract documents are fully executed for fiscal year 2021
The existing statewide contract #99999-001-SPD0000154-0001 will expire on March 31, 2021. For these reasons, we are requesting a 2nd extension for three (3) additional months term that will allow the County time to navigate through the following: to allow the new County Sherriff time to get acclimated with the County’s jail operations and staff and to conduct an physical assessment of the jail and equipment in order to provide any technical views/ or recommendation to the new RFP solicitation documents, develop a strategy to conduct an on-site facility tours to allow potential bidders/proposers which requires a mandatory physical on-site visits of both Fulton County Jail Complex and the South Fulton Municipal Regional Jail due to continue health crisis of COVID-19, 30 days solicitation process, evaluation/recommendation process, BOC award approval and the contract execution process.
This service will no longer be provided by the Statewide Contract, it’s being solicited as part of the RFP cost plus facility maintenance contract with the Fulton County Jail for FY2021. We anticipate the new cost plus facility maintenance contract to begin July 1, 2021.
Historical Expenditures:
* FY2020: The County spent $713,226.78
* FY2019: The County spent $220,598.50
* FY2018: The County spent $150,000.00
Note: The Statewide Contract #90806 was approved by the BOC on 4/11/2018, as Item #18-0250 in the amount of $625,992 through 12/31/2018. The actual service begins in 10/1/2018
Project Implications: This extension will allow continued preventive and corrective maintenance repairs without disruption at this County facility until new Contract Agreement is established for FY2021.
Community Issues/Concerns: None that the Department is aware.
Department Issues/Concerns: If this contract extension is not approved, DREAM would not be able to provide continued preventive and corrective maintenance repairs at the South Fulton Jail. The Department does not have the internal resources necessary to render adequate and timely maintenance service to the South Fulton Jail.
Contract Modification
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Current Contract History |
BOC Item |
Date |
Dollar Amount |
|
Original Award Amount |
19-1023 |
12/4/19 |
$625,992.00 |
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Increase Spending Authority |
20-0757 |
10/16/20 |
$132,856.05 |
|
Extension No. 1 |
20-0872 |
12/2/20 |
$101,505.75 |
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Extension No. 2 |
|
|
$101,505.75 |
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Total Revised Amount |
|
|
$961,859.55 |
Contract & Compliance Information (Provide Contractor and Subcontractor details.)
Click or tap here to enter text.
Exhibits Attached
Exhibit 1: Extension No. 2 to Form of Contract
Exhibit 2. Contractor’s Performance Report
Exhibit 3 SWC99999-001-SPD0000154-0001
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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Yes
Previous Contracts
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Yes
Total Contract Value
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Original Approved Amount: |
$625,992.00 |
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Previous Adjustments: |
$234,361.80 |
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This Request: |
$101,505.75 |
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TOTAL: |
$961,859.55 |
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:
100-520-5224-1116: General, Real Estate and Asset Management, Building Maintenance- $101,505.75
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Key Contract Terms |
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Start Date: 4/1/2021 |
End Date: 6/30/2021 |
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Cost Adjustment: |
Renewal/Extension Terms: |
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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4/1/2021 |
6/30/2021 |