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#21ITB130147C-GS, Modular Workstations and Free Standing Furniture Countywide, in the total amount of $1,200,000.00 with (A) 5 Star Office Furniture/State Office Furniture, LLC (Avondale Estates, GA) in the amount of $600,000.00 and (B) Office Design Concept GA, LLC (Atlanta, GA) in the amount of $400,000.00 to provide office modular workstation systems and free standalone furniture for Fulton County agencies on an “as needed” basis; and (C) Beltmann Relocation (Stone Mountain, GA) in the amount of $200,000.00, to provide all labor for breaking down and reconfigurations of existing workstations and office relocation by requested user departments on an “as needed” basis for Fulton County agencies. Effective dates: 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 Provide modular workstations systems and free standalone furniture on an as-needed basis for Fulton County for FY2022.
Scope of Work: These contracts furnish all materials, labor, tools, equipment, transportation and appurtenances necessary to provide a variety of office modular workstations systems and free standalone furniture on an “as needed” basis as requested by user departments.
The Scope of work includes but not limited to:
• Modular Furniture
• Re-configurations
• Purchase of new furniture
• Inventory of existing materials, and
• Receiving/installation of new material per job
• Office Relocation/Moves as requested
Office Furniture systems are designed to interconnect to provide comprehensive office furniture environments through the ability to form a variety of workstation configurations that are designed to accommodate staff functional needs.
(A) 5 Star Office Furniture/State Office Furniture, LLC: provides new office modular workstation systems and free standalone furniture, replacement components, and inventory of parts and supplies for new and existing furniture for Typical A, B & C manufacturer brand furniture; and standby for requested office relocation moves. - $600,000.
(B) Office Design Concept GA, LLC: provides new office modular workstation systems and free standalone furniture, replacement components, and inventory of parts and supplies for new and existing furniture for Typical A, B & C manufacturer brand furniture; and standby for requested office relocation moves. - $400,000.
(C) Beltmann Relocation: provides all labor for breaking down and reconfigurations of existing workstations, miscellaneous labor to include handling and transportation for requested office relocation moves, and secure warehouse storage space. - $200,000.
Community Impact: None that the Department is aware of.
Department Recommendation: The Department of Real Estate and Asset Management recommends approval. .
The recommendation was based on the bidders’ prices for (Line A: line items #1 -#7) Typical A, B & C for single and cluster modular workstation systems that were described specifically in the diagram configurations in Section 9, Exhibits A in the ITB; (Line B: line items #8 - #18) Percentage discount pricing from each manufacturer’s furniture brands; and (Line C Hourly Rates: line items #19 - #24) Labor flat rates for installation and reconfigurations of new and existing office furniture.
The awards are determined basically in two (2) categories: First, the lowest and responsible bidders (multiple) for combined A (Typical A, B & C Workstations) & B (Percentage Discounts on Name Brand); and Second, the lowest single bidder for C (Hourly Labor Rates); tearing down and rebuilding existing workstations, trucks & equipment, furniture inventory and warehouse space. These factors will determine the lowest responsive and responsible bidders to provide modular workstation systems and breaking down and reconfigurations of existing furniture for requested office moves on an “as-needed” basis for Fulton County.
Modular Workstations:
The County received and evaluated three (3) bid responses to the solicitation. Only two out of three bidders submitted pricing for modular work stations (Line A) and percentage discount list pricing (Line B). 5 Star Office Furniture/State Office Furniture, LLC submitted the overall lowest costs for Line A (Line Items #1 through #7) (Typical A, B, & C Workstations) @ $64,837.60 and Office Design Concept GA, 2nd lowest bidder for Line A @ $75,867.25; that meets the County requirements, particularly the most commonly requested existing brand (MAXON, HON and National furniture lines, etc.) in the County inventories. Both bidders offered competitive discount rates for Line B (Line Items #8 through #18); 5 Star Office Furniture submitted a total avg. discount @ 44.14% and Office Design Concept the next total avg. discount @ 3772.73%. Therefore, we recommend both bidders for awards for submitting the most responsible and responsive bids for modular workstations.
Labor for Furniture Breaking Down and Reconfigurations:
All three bidders did provide costs for C (Hourly Labor Rates) line items #19 through #24, which are labor rates for various types of services such as: breaking down and reconfiguration of existing workstations, miscellaneous labor to include handling and transportation for office relocation for requested moves, and secure warehouse storage space. There were no ambiguous costs submitted by the bidders. Beltmann Relocation submitted the overall total lowest costs @ $195.20 which offered good competitive flat labor discount rates for tearing down and reconfiguring existing workstations. Therefore, we recommend Beltmann Relocation as the single award to provide labor for breaking down and reconfiguring existing furniture and office relocation.
Having multiple workstation furniture vendors will provide the County with maximum flexibility and sufficient manpower resources in order to respond to the scope and complexity of the service needs.
Historical Expenditures:
FY2021: The County allocated expenditures as of October 22, 2021, $815,442.10
FY2020: The County spent $1,252,278.74
FY2019: The County spent $1,828,945.00
Project Implications: These contracts will provide all of the necessary labor, equipment, transportation and materials to provide modular furniture and free standing furniture to countywide agencies.
Community Issues/Concerns: None that the Department is aware.
Department Issues/Concerns: If these contracts are not approved, this will negate department’s ability to provide modular furniture and free standing furniture for countywide agencies.
Contract Modification: This is a new procurement.
Contract & Compliance Information (Provide Contractor and Subcontractor details.)
Total Contract Value: $1,200,000.00
(A)
Contract Value: $600,000.00
Prime Vendor: 5 Star Office Furniture
Prime Status: White Female Business Enterprise-Non-Certified
Location: Atlanta, GA
County: Fulton County
Prime Value: $540,000.00 or 90.00%
Subcontractor: Synergy Installation
Subcontractor Status: Non-Minority
Location: Suwanee, GA
County: Gwinnett County
Contract Value: $60,000.00 or 10.00%
Total Contract Value: $600,000.00 or 100.00%
Total M/FBE Value: $540,000.00 or 90.00%
(B)
Contract Value: $400,000.00
Prime Vendor: Office Design Concepts GA, LLC
Prime Status: African American Male Business Enterprise-Certified
Location: Atlanta, GA
County: Fulton County
Prime Value: $400,000.00 or 100.00%
Total Contract Value: $400,000.00 or 100.00%
Total M/FBE Value: $400,000.00 or 100.00%
(C)
Contract Value: $200,000.00
Prime Vendor: Beltmann Relocation Group
Prime Status: Non-Minority
Location: Stone Mountain, GA
County: DeKalb County
Prime Value: $200,000.00 or 100.00%
Total Contract Value: $200,000.00 or 100.00%
Total M/FBE Value: $-0-
Grand Contract Value: $1,200,000.00 or 100.00%
Grand M/FBE Value: $940,000.00 or 78.33%
Exhibits Attached:
Exhibit 1: Bid Tabulation Sheet
Exhibit 2: Contractor Performance Reports
Exhibit 3: Department Recommendation Letter
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: |
$1,200,000.00 |
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TOTAL: |
$1,200,000.00 |
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:
100-TBD-TBD-1458: General Fund, Real Estate and Asset Management, Office Furnishing - $1,200,000 “Subject to availability of funding adopted for FY2022 by BOC, and the contingent approval for user departments”
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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: Two one-year renewal options |
Overall Contractor Performance Rating:
Would you select/recommend this vendor again?
Yes
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Report Period Start: |
Report Period End: |
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1/1/2022 |
12/31/2022 |