Department
Real Estate and Asset Management
Requested Action (Identify appropriate Action or Motion, purpose, cost, timeframe, etc.)
title
Request approval of the lowest responsible bidder - Department of Real Estate and Asset Management, 21ITB131850C-MH, Countywide Spot Cooler and Heat Pump Rental in the amount of $47,880.00 with Spot Coolers, Inc. (Norcross, GA), to provide on-site portable air-cooled spot coolers and heat pump rental units with the necessary accessories for set-up at any designated Fulton County facilities on an “as needed” emergency basis. Effective January 1, 2022 through December 31, 2022, 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 $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 Request approval of lowest bidder to provide on-site portable air cooled spot coolers and heat pump rentals on “as-needed” emergency basis for Fulton County facilities for FY2022.
Scope of Work: This contract furnishes all labor, tools and equipment, transportation and appurtenances necessary to provide on-site portable air cooled spot coolers and heat pump units with the necessary accessories for set-up at any designated Fulton County facilities on an “as needed” emergency basis.
The Scope of Work includes:
• Installation
• Set-up and disconnection of air-cooled spot cooler and heat pump units
• Duct-work to all locations throughout the facility
• Unit tested for probably functioning
The portable spot coolers and heat pump units provide supplemental cooling/heating throughout the facility during down-time for maintenance repairs of HVAC (heating, ventilation and air conditioning) systems as determined by the DREAM, HVAC Maintenance Team.
Community Impact: This impacts the community by disrupting the daily operation of the County agency in maintaining the environmental health and comfort of the patrons and employees during emergency repairs/or replacement of a malfunctioning HVAC system in County facilities.
Department Recommendation: The Department of Real Estate and Asset Management recommends approval of the lowest and responsible and responsive bidder to provide on-site portable air cooled spot coolers and heat pump rentals with the necessary accessories for set-up at any designated Fulton County facilities on an “as needed” emergency basis, as determined by the DREAM, HVAC Maintenance Team for fiscal year 2022.
The recommendation was based on the bidders’ calculation of daily; weekly and monthly rental rates x 12 (monthly) for (A) Portable Air Cooled Spot Coolers to include set-ups, (B) Heat Pumps Units to include set-ups, with both A & B units comprise of three (3) various sizes between 1, 3 & 5-tons; and totaling both (A) & (B) to determine the annual cost for this service.
The Department received and evaluated four (4) bids response to the solicitation. The apparent lowest bidder, Sunbelt Rentals, Inc. submitted a total base bid amount of $18,960, but it was a partial bid. They only provided costs for 2 out of 6 total line items: item #1 for A. Spot Cooler and item #4 for B. Heat Pump. The criteria according to Section 1, Instruction to Bidders 16. Basis of Award, “Must bid on all items”. Therefore, we did not consider Sunbelt Rentals, Inc. for the award. The next lowest bidder was Spot Coolers, Inc. @ $47,880, the third lowest was Herc Rentals, Inc. @ $61,824 and forth lowest was HVAC RNTL, Inc. @ $85,380.
After careful reviews, we are recommending that Spot Coolers, Inc. be awarded the contract for submitting the most responsible and responsive total base bid amount of $47,880, to provide on-site portable air cooled spot coolers and heat pump rental units with the necessary accessories for set-up at any designated County facilities on an “as-needed” emergency basis for Fulton County for FY2022.
Expenditure History:
- FY2021: The County expenditures as of 11/15/ 2021, $1,000.00
- FY2020: The County spent $6,630.00
- FY2019: The County spent $11,200.75
Project Implications: This contract prevents disruptions during emergency repairs/or replacement of a malfunction HVAC system in County facilities. The spot coolers and heat pump units provide supplemental cooling/heating throughout the facility.
Community Issues/Concerns: This contract prevents disruptions during emergency repairs/or replacement of a malfunction HVAC system in County facilities. The spot coolers and heat pumps units provide supplemental cooling/heating through the facility.
Department Issues/Concerns: If this contract is not approved, the Department’s ability to address the needs for on-site temporary cooling or heating to the facilities during repair/or replacement of failed HVAC systems will be diminished, resulting in possible facility shutdowns while repairs are completed.
Contract Modification No, this is a New Procurement.
Contract & Compliance Information (Provide Contractor and Subcontractor details.)
Contract Value: $47,880.00
Prime Vendor: Spot Coolers, Inc.
Prime Status: Non-Minority
Location: Norcross, GA
County: Gwinnett County
Prime Value: $47,880.00 or 100.00%
Total Contract Value: $47,880.00 or 100.00%
Total M/FBE Value: $-0-
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 Report
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: |
$47,880.00 |
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TOTAL: |
$47,880.00 |
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:
100-520-5222-1120: General, Real Estate and Asset Management, Rental/Lease Equip- $47,880 “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: Two one-year renewal options |
Overall Contractor Performance Rating: 4.00
Would you select/recommend this vendor again?
Yes
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Report Period Start: |
Report Period End: |
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4/1/2015 |
6/30/2015 |