Department
Real Estate and Asset Management
Requested Action (Identify appropriate Action or Motion, purpose, cost, timeframe, etc.)
title
Request approval of a statewide contract - Department of Real Estate and Asset Management, SWC90816, Motor Vehicle Maintenance & Inventory Management Services, in the amount not to exceed $625,000,000.00 $625,000.00 with Automotive Rental Inc. (Mt Laurel, NJ), to provide repairs and maintenance for specialized heavy equipment and other fleet vehicles for Fulton County. Effective date: January 1, 2022 through December 31, 2022. (APPROVED)
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Requirement for Board Action (Cite specific Board policy, statute or code requirement)
In accordance with Purchasing Code Section 102-461, requests for approval of statewide contracts 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 to utilize statewide contract to provide repairs and maintenance for specialized heavy equipment and other fleet vehicles for FY2022.
Scope of Work: This contract provides active supervision of the vendors in the network including quality of service, billing, invoicing, and the hourly fee structure for each repair type. The scope of service includes all labor, parts, equipment, materials and transportation for the repair of the County owned equipment or vehicles placed in the network. The annual network fees are $4.82 per month/per vehicle.
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Vehicle Category |
Number of Vehicles |
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Heavy/Specialized Equipment |
450 |
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Passenger Vehicles |
620 |
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Total |
1070 |
Community Impact: None that the Department is aware of.
Department Recommendation: The Department of Real Estate and Asset Management recommends approval to utilize the Statewide Contract to provide repairs and maintenance services for specialized heavy equipment and other vehicles for the Fulton County vehicle fleet for FY2022.
The requested spending authority in the total amount of $625,000 is an increase of $43,112 ($581,888, this include the $106,888 increase in spending authority - BOC Item #21-0768) over 2021 to cover cost due to the increase in fleet size with in several Departments with an approximately 81 new vehicles, primarily the Sherriff Department. These new additional vehicles were not previously serviced by this contract. This is a time and material contract that covers cost for all labor, parts, equipment, materials and transportation for the maintenance and repairs of the County owned vehicles or equipment placed in the network for Fulton County fleet vehicles for FY2022.
The Statewide contract with Automotive Rental Inc. (ARI) allow the county to continue use of the statewide network to utilize a single procurement vehicle to consolidate and coordinate the use of outside repairs for heavy/specialized vehicles and equipment for the 20+ vehicle brands within the existing fleet.
The Department does not have the adequate staffing, equipment, or resources to conduct repairs or preventative maintenance in the heavy equipment category. A vehicle in the heavy and specialized equipment category requires specialized mechanic technicians and equipment or requires repairs that can only be performed by a factory authorized vendor.
The contract management is coordinated by the Department of Real Estate and Asset Management, Central Maintenance Fleet Division.
Historical Expenditures:
• FY2021: The County expenditure allocated as of 11/3/2021 is $581,888.00
• FY2020: The County spent $514,002.57
• FY2019: The County spent $491,153.41
• FY2018: The County spent $700,000.00
• FY2017: The County spent $363,347.11
Project Implications: The approval of this contract will address all outstanding vehicle and road equipment maintenance issue; and provide cost-effective vehicle administration and maintenance management services through a comprehensive network of commercial maintenance repair.
Community Issues/Concerns: None that the Department is aware.
Department Issues/Concerns: If this statewide contract is not approved, there will be no repairs performed by factory authorized vendor for heavy/specialty vehicles and road equipment.
Contract Modification No, this is a New Procurement
Contract & Compliance Information (Provide Contractor and Subcontractor details.)
Click or tap here to enter text.
Exhibits Attached (Provide copies of originals, number exhibits consecutively, and label all exhibits in the upper right corner.)
Exhibit 1: SWC Benefits Sheet
Exhibit 2: Statewide Contract
Exhibit 3: Contractor’s Performance Report
Exhibit 4: Justification Form for use of Statewide Contract
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: |
$0.0 |
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Previous Adjustments: |
$0.00 |
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This Request: |
$625,000.00 |
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TOTAL: |
$625,000.00 |
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:
700-520-5223-1710: General, Real Estate and Asset Management, Garage Parts- $387,500 “Subject to availability of funding adopted for FY2022 by BOC
Funding Line 2:
203-540-5482-1160: Water & Sewer R&E, Public Works, Professional Services $237,500 “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: |
Renewal/Extension Terms: |
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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1/1/2021 |
9/30/2021 |