Department
Real Estate and Asset Management
Requested Action (Identify appropriate Action or Motion, purpose, cost, timeframe, etc.)
title
Request approval to renew existing contracts - Department of Real Estate and Asset Management, 22ITB134621K-JAJ, Roof Maintenance, Repair and Replacement Services Countywide in the total amount not to exceed $1,500,000.00 with (A) solicitation RYCARS Construction, LLC (Atlanta, GA) in the amount not to exceed $500,000.00, (B) Ideal Building Solutions, LLC. (Norcross, GA) in the amount not to exceed $500,000.00, and (C) Ben Hill Roofing and Siding Co, Inc (Douglasville, GA) in the amount not to exceed $500,000.00, to provide standby roof maintenance, repair, and replacement services on an “as-needed” basis for Countywide facilities. This action exercises the second of two renewal options. No renewal options remain. Effective dates: January 1, 2025, through December 31, 2025. (APPROVED)
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Requirement for Board Action (Cite specific Board policy, statute or code requirement)
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 or 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 Approval to renew existing contracts to provide standby roof maintenance, repair, and replacement services on an “as-needed” basis for Countywide facilities for FY2025.
Scope of Work: These contracts furnish all materials, parts, labor, equipment, and appurtenances necessary to provide standby roof maintenance, repair, and replacement services an “as-needed” basis for Countywide facilities. The work includes removing and disposing of existing roofing systems; permits and licenses necessary to complete projects.
This standby contract is necessary to address aging roofing systems that have reached the end of their life cycle. It is in the County's best interest to have multiple contractors to provide the maximum flexibility in accomplishing these repairs on a timely and efficient basis.
Community Impact: This contract impacts the community in having the ability to provide and maintain sustainable roofing systems on Countywide facilities.
Department Recommendation: The Department of Real Estate and Asset Management recommends approval.
These are a time and materials contracts and the requested total spending authority in the total amount of $1,500,000.00, is covering the costs for maintenance repairs/ replacement materials and labor rates for standby roof maintenance and replacement services for FY2025.
Project Implications: To provide timely and efficient repairs/replacements of the roofing systems that are beyond industry life cycles.
Community Issues/Concerns: Not being able to have adequate roof covering could affect community members when visiting the public buildings including Libraries and Health Clinics.
Department Issues/Concerns: If these renewal contracts are not approved, the Department ability to address the needs for roof repairs /replacement for Fulton County facilities will be negatively impacted.
Contract Modification
(A) RAYCARS Construction, LLC
|
Current Contract History |
BOC Item |
Date |
Dollar Amount |
|
Original Award Amount |
22-0985 |
12/21/22 |
$700,000.00 |
|
1st Renewal |
23-0675 |
10/4/23 |
$700,000.00 |
|
2nd Renewal |
|
|
$500,000.00 |
|
Total Revised Amount |
|
|
$1,900,000.00 |
(B) Ideal Building Solutions, LLC
|
Current Contract History |
BOC Item |
Date |
Dollar Amount |
|
Original Award Amount |
22-0985 |
12/21/22 |
$500,000.00 |
|
Increase Spending Authority No. 1 |
23-0458 |
7/12/23 |
$494,624.40 |
|
1st Renewal |
23-0675 |
10/4/23 |
$500,000.00 |
|
2nd Renewal |
|
|
$500,000.00 |
|
Total Revised Amount |
|
|
$1,994,624.40 |
(C) Ben Hill Roofing and Siding Co., Inc.
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Current Contract History |
BOC Item |
Date |
Dollar Amount |
|
Original Award Amount |
22-0985 |
12/21/22 |
$300,000.00 |
|
1st Renewal |
23-0675 |
10/4/23 |
$300,000.00 |
|
2nd Renewal |
|
|
$500,000.00 |
|
Total Revised Amount |
|
|
$1,100,000.00 |
Contract & Compliance Information (Provide Contractor and Subcontractor details.)
Total Contract Value: $1,500,000.00
(A)
Contract Value: $500,000.00
Prime Vendor: RYCARS Construction, LLC
Prime Status: African American Male Business Enterprise
Location: Atlanta, GA
County: Fulton County
Prime Value: $400,000.00 or 80.00%
Subcontractor: Cross Roof
Subcontractor Status: African American Male Business Enterprise
Location: Atlanta, GA
County: Fulton County
Subcontractor Value: $100,000.00 or 20.00%
Total Contract Value: $500,000.00 or 100.00%
Total Certified Value: $500,000.00 or 100.00%
(B)
Contract Value: $500,000.00
Prime Vendor: Ideal Building Solutions, LLC.
Prime Status: Non-Minority
Location: Norcross, GA
County: Gwinnett County
Prime Value: $500,000.00 or 100.00%
Total Contract Value: $500,000.00 or 100.00%
Total Certified Value: $0.00 or 0.00%
(C)
Contract Value: $500,000.00
Prime Vendor: Ben Hill Roofing and Siding Co, Inc
Prime Status: Non-Minority
Location: Douglasville, GA
County: Douglas County
Prime Value: $500,000.00 or 100.00%
Total Contract Value: $500,000.00 or 100.00%
Total Certified Value: $0.00 or 0.00%
Grand Contract Value: $1,500,000.00 or 100.00%
Grand Certified Value: $500,000.00 or 33.33%
Exhibits Attached
Exhibit 1: Contract Renewal Agreements
Exhibit 2: Contractor’s Performance Reports
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
title
Yes
Previous Contracts
title
Yes
Total Contract Value
|
Original Approved Amount: |
$1,500,000.00 |
|
Previous Adjustments: |
$1,994,624.40 |
|
This Request: |
$1,500,000.00 |
|
TOTAL: |
$4,994,624.40 |
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:
500-520-5200-TBD: Capital, Real Estate and Asset Management, To-Be Determine $1,500,000.00. Funds will be dependent on the availability of resources provided by end user/departmental operating/capital funding as identified” for FY2025.
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Key Contract Terms |
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Start Date: 1/1/2025 |
End Date: 12/31/2025 |
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Cost Adjustment: |
Renewal/Extension Terms: No renewal options remain |
Overall Contractor Performance Rating:
RYCARS Construction, LLC 85
Ideal Building Solutions, LLC 85
Ben Hill Roofing and Siding Co., Inc. 85
Would you select/recommend this vendor again?
Yes
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Report Period Start: |
Report Period End: |
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4/1/2024 |
6/30/2024 |