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, Bid #23ITB138801C-GS, Janitorial Services for Selected Fulton County Facilities (Groups C, D & G) in an amount not to exceed $981,071.00 with (A) American Facility Services, Inc. (Alpharetta, GA) in an amount not to exceed $679,630.00 for Group C (Central Libraries) and Group D (North Fulton Libraries); and (B) Good Success Company, Inc. (Atlanta, GA) in an amount not to exceed $301,441.00 for Group G (North and Central Senior Centers), to provide janitorial services for selected Fulton County facilities for Fulton County for the remaining eight (8) months of FY2024. Effective dates: May 1, 2024, through December 31, 2024, with two renewal options. (APPROVED)
body
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 provide general cleaning for selected Fulton County facilities (Groups C, D, and G) for the Department of Real Estate and Asset Management (DREAM) for FY2024.
Scope of Work 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:
• Group C: (Central Libraries) - Consists of 6 facilities (Central, Auburn, Martin Luther King, Peachtree, Mechanicsville Libraries and Fulton County Central Warehouse) with a total of 423,952 cleanable sq. ft.
• 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.
• 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.
Basis of Award
The basis of award recommendation was evaluated on the lowest bid and the bidder’s responsiveness to all bid requirements. The recommendation review included each bidder’s ability to calculate cleanable square footage costs according to a reputable industry source (that provides an average cost range per square foot for standard facility including day porter services, premium annual events and requisite supplies) to determine the total annual cost for each of the three (3) distinctive Groups: C (Central Libraries- consists of 6 facilities), D (North Fulton Libraries- consists of 15 facilities), and G which consists of 7 total facilities (North Senior Centers- 5 facilities & Central Senior Centers- 2 facilities). The award base bid only included the Original Term - FY2024 pricing for each category.
The recommendation, also, is based upon a new criterion to clean Group G (North and Central Senior Centers). According to Section 7, Contract Compliance Requirements. Bidder (Prime Contractor) must submit with their bid/proposal proof of certification from a verified source (City of Atlanta, U.S. DOT, & GDOT, etc.), this company is a certified SBE (Small Business Enterprise) or SBA (Small Business Administration) entity.
DREAM also considered the experience with previous Cleaning Contracts and consultations with other organizations within the cleaning industry. The goal of this process is to award County Cleaning Contracts to reliable and responsible companies that are financially-sound, with sufficient management expertise and cleaning experience to provide good service in return for the County funds expended.
Janitorial Contractor must provide references of current customers who can verify the quality of services that the company provides. The County prefers references of similar size and scope of this bid.
Bid Evaluation Process:
Please see table below detailing the bids received for each of the three facility groups:
Group C (Central Libraries & Central Warehouse):
|
Group C |
|
|
Bidder |
Cost |
|
1 |
AT Trash |
Non-Responsive |
|
2 |
Real Estate Mgt |
Non-Responsive |
|
3 |
DSC Solutions |
Non-Responsive |
|
4 |
American Facility Services |
$632,544.48 |
|
5 |
Building Maint. |
$686,853.76 |
|
6 |
A-Action |
$720,441.00 |
|
7 |
Project Soy |
$884,810.16 |
|
8 |
ICS, Inc. |
$925,930.00 |
|
9 |
Chi-Ada |
$1,145,510.40 |
|
10 |
JA & E Veteran |
$1,260,093.60 |
|
11 |
RSG Solutions |
$2,244,441.40 |
Bid Evaluation:
The first three (3) lowest bidders were (1) AT Trash at $139,081.00 (2) Real Estate Management at $303,800.00 and (3) DSC Solutions at $394,367.52 but were deemed Non-Responsive by the Department of Purchasing and Contract Compliance. Their costs were below the average commercial cleaning price per square foot ($.9 & $.086) and the per hour day porter costs (between $15 to $17) Exhibit 3. There were also two (2) No-Bids in this Group: (1) Quality Cleaning and (2) Good Success.
Recommendation:
American Facility Services (AFS), the 4th lowest bidder, submitted the most responsive and responsible bid at $632,544.48 and has successfully performed on other current County Janitorial Contracts (22RFP135756C-GS & 21ITB130447C-GS) (see Exhibit 2, CPR). Also, AFS average costs for cleanable sq. ft. ($.20) and day porter per hour ($18) are within the acceptable price range (see Exhibit 3).
Group D (North Libraries):
|
|
Bidder |
Cost |
|
1 |
Real Estate Mgt |
Non-Responsive |
|
2 |
DSC Solutions |
Non-Responsive |
|
3 |
American Facility Services |
$266,606.40 |
|
4 |
ICS, Inc. |
$408,798.84 |
|
5 |
JA & E Veteran |
$439,843.00 |
|
6 |
AT Trash |
$460,800.00 |
|
7 |
Chi-Ada |
$475,361.28 |
|
8 |
Building Maint. |
$638,432.16 |
|
9 |
RSG Solutions |
$945,831.60 |
Bid Evaluation:
The two (2) lowest bidders, (1) Real Estate Management at $197,007.24 and (2) DSC Solutions at $227,535.10 were deemed Non-Responsive by the Department of Purchasing and Contract Compliance. Their costs were below the average commercial cleaning price per square foot ($.9 & $.086) Exhibit 3. Also, there were four (4) No-Bids in this Group: (1) A-Action, (2) Quality Cleaning, (3) Good Success and (4) Project Soy.
Recommendation:
American Facility Services, Inc. (AFS), the 3rd lowest bidder, submitted the most responsive and responsible bid at $266,606.40 and has successfully performed for Group D (North Fulton Libraries) on the previous County Janitorial Contract #21ITB128258C-CG (see CPR for FY2023 performance). Although, AFS submitted a bid higher than the two (2) lowest bidders, their average cost per sq. ft ($0.12) is within an acceptable average price ($.10 to $.30) for commercial cleaning (see Exhibit 3).
Group G (North and Central Senior Centers):
|
|
Bidder |
Cost |
|
1 |
Quality Cleaning |
Non-Responsive |
|
2 |
Real Estate Management |
Non-Responsive |
|
3 |
DSC Solutions |
Non-Responsive |
|
4 |
Good Success |
$447,661.20 |
|
5 |
A-Action |
$522,478.00 |
|
6 |
Chi-Ada |
$664,978.99 |
|
7 |
Building Maintenance |
$702,125.80 |
|
8 |
JA & E Veteran |
$718,368.60 |
Additional criterion to be awarded Group G (North and Central Senior Centers), according to Section 7, Contract Compliance Requirements of this ITB, the bidder (Prime Contractor) must submit with their bid/proposal proof of certification that they are a certified SBE (Small Business Enterprise) or SBA (Small Business Administration) company.
Bid Evaluation:
The three (3) lowest bidders, (1) Quality Cleaning at $134,261.54, (2) Real Estate Management at $349,700.16 and (3) DSC Solutions at $401,432.90 were deemed Non-Responsive by the Department of Purchasing and Contract Compliance to perform janitorial services for Group G (North and Central Senior Centers) (see the Group G Table above). Also, there were five (5) No-Bids in this Group: (1) American Facility Services, Inc. (AFS), (2) AT Trash Valet LLC, Inc., (3) Intercontinental Commercial Services (ICS), (4) Project Soy and (5) RSG Solutions, LLC.
After careful review of all 13 total bid responses to the solicitation, for Group G, A-Action and Good Success were the responsive and responsible bidders that also complied by submitting certifications with SBE status.
Recommendation:
Good Success, the 4th lowest responsive and responsible bidder at $447,661.20 for Group G ((North Senior Centers) - which consists of 5 facilities (HG Darnell, North Fulton, DC Benson, Dogwood and New Horizons) and for Group G (Central Senior Centers) - which consists of two (2) facilities (Edgewood and Helene S. Mills)) for FY2024. This bidder has not provided service to Fulton County previously.
These are time and material contracts. The requested spending authorities in the total amount of $981,071.00 is sufficient to cover the cost for materials, equipment, cleaning supplies and day porter labor hours to maintain the required cleaning services for the eight (8) remaining months of FY2024.
SUMMARY RECOMMENDATION
|
Recommended Bidder |
Base Bid Amount |
8-Months Award Authority |
|
American Facility Services- Group C |
$632,544.48 |
$478,924.00 |
|
American Facility Services- Group D |
$266,606.40 |
$200,706.00 |
|
Good Success - Group G |
$447,661.20 |
$301,441.00 |
|
Totals |
|
$981,071.00 |
Project Implications: These contracts are designed to provide and maintain clean and sanitary County facilities. The effective cleaning program is critical component to keeping a healthy and productive environment.
Community Issues/Concerns: None of which the Department is aware.
Department Issues/Concerns: If these contracts are not approved, the Department will not be able to provide janitorial services for these selected County facilities.
Contract Modification No, this is a new procurement.
Contract & Compliance Information (Provide Contractor and Subcontractor details.)
Contract Value: $981,071.00
(A)
Prime Vendor: American Facility Services, Inc.
Prime Status: Non-Minority
Location: Alpharetta, GA
County: Fulton County
Prime Value: $373,796.50 or 55.00%
Subcontractor: Simplee Clean LLC
Subcontractor Status: African American Female Business Enterprise
Location: Atlanta, GA
County: Fulton County
Subcontractor Value: $135,926.00 or 20.00%
Subcontractor: Carter’s Professional Cleaning Service
Subcontractor Status: African American Female Business Enterprise
Location: Alpharetta, GA
County: Fulton County
Subcontractor Value: $33,981.50 or 5.00%
Subcontractor: Goldie Solutions
Subcontractor Status: African American Female Business Enterprise
Location: Lithia Springs, GA
County: Douglas County
Subcontractor Value: $101,944.50 or 15.00%
Subcontractor: Phenomenal Janitorial & Maintenance
Subcontractor Status: African American Female Business Enterprise
Location: Jonesboro, GA
County: Clayton County
Subcontractor Value: $33,981.50 or 5.00%
Total Contract Value: $679,630.00 or 100.00%
Total Certified Value: $305,833.50 or 45.00%
(B)
Prime Vendor: Good Success Company, Inc.
Prime Status: Small Business Enterprise (SBE)
Location: College Park, GA
County: Fulton County
Prime Value: $301,441.00 or 100.00%
Total Contract Value: $301,441.00 or 100.00%
Total Certified Value: $301,441.00 or 100.00%
Grand Contract Value: $981,071.00 or 100.00%
Grand Certified Value: $607,274.50 or 61.90%
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 4: Commercial Cleaning and Day Porter Costs
Exhibit 4: Department 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
title
No
Previous Contracts
title
Yes
Total Contract Value
|
Original Approved Amount: |
$0.00 |
|
Previous Adjustments: |
$0.00 |
|
This Request: |
$981,071.00 |
|
TOTAL: |
$981,071.00 |
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- $981,071.00
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Key Contract Terms |
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Start Date: 4/1/2024 |
End Date: 12/31/2024 |
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Cost Adjustment: |
Renewal/Extension Terms: Two, one-year renewal options |
Overall Contractor Performance Rating:
American Facility Services- 85
Good Success - N/A
Would you select/recommend this vendor again?
Yes
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Report Period Start: |
Report Period End: |
|
4/1/2023 |
6/30/2023 |