Department
Real Estate and Asset Management
Requested Action (Identify appropriate Action or Motion, purpose, cost, timeframe, etc.)
title
Request approval to renew an existing contract - Department of Real Estate and Asset Management, 21ITB131850C-MH, Countywide Spot Cooler and Heat Pump Rental in the amount of $36,000.00 with Spot Coolers, Inc. (Peachtree Corners, GA) to provide on-site portable air-cooled spot coolers and heat pump rental units with the necessary accessories for set-up on an “as needed” basis for designated Fulton County facilities. This action exercises the second of two renewal options. No renewal options remain. Effective dates: January 1, 2024 through December 31, 2024. (APPROVED UPON ADOPTION OF THE CONSENT AGENDA)
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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, 60 days if the contract term is six (6) months or less.
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 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 facility on an “as needed” emergency basis.
Scope of Work: The Scope of Work includes:
• Installation
• Set-up and disconnection of air-cooled spot cooler and heat pump units
• Ductwork to all locations through the facility
• Unit testing for probably functioning
The portable spot coolers and heat pump units provide supplemental cooling/heating throughout a 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: Failure to have this service in place hinders DREAM’s ability to ensure environmental comfort for building occupants when HVAC system malfunctions occur.
Department Recommendation: The Department of Real Estate and Asset Management recommends approval.
The requested total spending authority in the total amount of $36,000 is sufficient to cover the costs to provide on-site portable air-cooled spot coolers and heat pump rental units for Fulton County for FY2024.
Project Implications: This contract prevents disruption during emergency repairs/or replacement of malfunctioning HVAC systems in County facilities. The spot coolers and heat pumps units provide supplemental cooling and heating through the facility.
Community Issues/Concerns: This contract prevents disruption during emergency repairs and/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 will not have the ability to address the needs for on-site temporary cooling or heating to the facilities during repair/or replacement of failed HVAC systems.
Contract Modification
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Current Contract History |
BOC Item |
Date |
Dollar Amount |
|
Original Award Amount |
21-1040 |
12-15-2021 |
$47,880.00 |
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1st Renewal |
22-0603 |
9-7-2022 |
$36,000.00 |
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2nd Renewal |
|
|
$36,000.00 |
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Total Revised Amount |
|
|
$119,880.00 |
Contract & Compliance Information (Provide Contractor and Subcontractor details.)
Contract Value: $36,000.00
Prime Vendor: Spot Coolers, Inc.
Prime Status: Non-Minority
Location: Peachtree Corners, GA
County: Gwinnett County
Prime Value: $36,000.00 or 100.00%
Total Contract Value: $36,000.00 or 100.00%
Total Certified Value: $0.00 or 0.00%
Exhibits Attached
Exhibit 1: Contract Renewal Agreement
Exhibit 2: Contractor Performance Report
Exhibit 3: Contract Renewal Evaluation Form
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
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Yes
Previous Contracts
title
Yes
Total Contract Value
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Original Approved Amount: |
$47,880.00 |
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Previous Adjustments: |
$36,000.00 |
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This Request: |
$36,000.00 |
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TOTAL: |
$119,880.00 |
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- $36,000 “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 renewals remain |
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 |