Department
Arts and Culture
Requested Action (Identify appropriate Action or Motion, purpose, cost, timeframe, etc.)
title
Request approval to close out a contract - SWC# 99999-SPD-0000136-0008, Professional Temporary Staffing in the amount of $20,841.62 with Corporate Temps Inc. (Norcross, Georgia) to provide temporary staffing services for the Arts & Culture Department. Effective upon BOC approval. (APPROVED)
body
Requirement for Board Action (Cite specific Board policy, statute or code requirement)
In accordance with Purchasing Code Section 102-420, contract modifications within the scope of the contract and necessary for contract completion of the contract, in the specifications, services, time of performance or terms and conditions of the contract shall be forwarded to the Board of Commissioners for approval.
Strategic Priority Area related to this item (If yes, note strategic priority area below)
Arts and Libraries
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 (First sentence includes Agency recommendation. Provide an executive summary of the action that gives an overview of the relevant details for the item.)
The Board of Commissioners approved agenda item 22-0061 renewing the contract for Arts & Culture in the amount of $105,000.00. Services provided in 2022 exceeds the total authority by $20,841.62. The Department of Arts & Culture approved the units of service and agrees that the payment is warranted and outside the initial spending authority approved by the BOC in January 2022. Services were completed in December 2022. Approval of this item allows the Department to process the final 2022 invoices.
Pursuant to Purchasing Code Section102-416(g), Contract closeout, the purpose of the closeout process is to verify that both parties to the contract have fulfilled their contractual obligations and that there are no responsibilities remaining. A contract is completed when all goods and services have been received and accepted; all reports have been delivered and accepted; all administrative actions have been accomplished; all county furnished equipment and material has been returned; and final payment has been made to the contractor. The contract administrator has the following responsibilities and duties:
(1) Determine that the contractor has satisfactorily performed all required contractual obligations;
(2) Determine that all deliverables including reports have been delivered and accepted by the user agency;
(3) Determine if all county property (if applicable) has been returned;
(4) Ensure that all issues, if any, have been resolved;
(5) Determine whether all payments to the contractor have been made;
(6) Determine whether all administrative actions have been completed;
(7) Ensure that the official contract file contains all necessary documentation;
(8) Complete the mandatory closeout contractor performance report; and
(9) Provide the closeout report with documentation to the department of purchasing and contract compliance before final payment is made and if applicable, retainage is released.
The Arts & Culture Department is recommending the Board of Commissioners approve Corporate Temps Inc. to serve in the capacity of providing professional part-time and temporary staffing for the department’s programs and services. The Arts & Culture Department provides an array of programs and services to Fulton County residents through its Arts Centers, Public Art Program, and Contracts for Services Program. Designed to enhance the creative and artistic culture of the county, the department brings music, dance, theater, visual arts, and other art forms to children, teenagers, adults, and senior citizens. Through the department’s programs, nonprofits, arts organizations, schools, colleges and universities, cultural organizations, municipalities, and individual artists have been able to hone their crafts and reach more residents with their art forms. To ensure that Fulton County residents continue to receive quality services from the Arts & Culture Department, and to improve upon its current services, arts instructors with specialized art skills are needed, as well as part-time administrators and coordinators. By contracting with Corporate Temps Inc., the department will be able to meet its part-time staffing need and eliminate some of the challenges the department encountered while having temporary part-time staff on the County’s payroll.
Scope of Work: The Arts & Culture Department is responsible for fulfilling the deliverables under the terms of the contract as indicated in the Scope of Work. The contractor Corporate Temps Inc. provides the department with staff to provide services to the County’s two Arts Centers and Downtown Main Office. The contract would cover a one-year period upon execution of the contract by the BOC.
Community Impact: With sufficient personnel to implement various arts-related classes and other programmatic and administrative services, the Arts & Culture Department will be able to effectively and efficiently provide arts services and programing to Fulton County residents.
Department Recommendation: The Arts & Culture Department recommends approval.
Project Implications: All services were provided and completed in December 2022 and the Department of Arts & Culture is ready to closeout this project once the final invoice is paid.
Community Issues/Concerns: There are no community issues or concerns associated with this agenda item.
Department Issues/Concerns: The Department of Arts & Culture is concerned that if approval is not obtained, then payment cannot be rendered for services previously provided by the contractor.
Contract Modification:
(A) - Arts & Culture
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Current Contract History |
BOC Item |
Date |
Dollar Amount |
|
Original Award Amount |
22-0061 |
1/19/2022 |
$105,000.00 |
|
Amendment No. 1 (Close-out) |
|
|
$20,841.62 |
|
Total Revised Amount |
|
|
$125,841.62 |
Contract Value: $20,841.62
Prime Vendor: Corporate Temps, Inc.
Prime Status: African American Male Business Enterprise
Location: Norcross, GA
County: Gwinnett County
Prime Value: $20,841.62 or 100.00%
Total Contract Value: $20,841.62 or 100.00%
Total Certified Value: $20,841.62 or 100.00
Contract & Compliance Information (Provide Contractor and Subcontractor details.)
Exhibits Attached
Exhibit 1: Contract Performance Report
Exhibit 2: Amendment No. 1 - Arts & Culture
Contact Information (Type Name, Title, Agency and Phone)
title
David Manuel, Director, Arts & Culture Department, 678-428-0290
Contract Attached
title
No
Previous Contracts
title
Yes
Total Contract Value
|
Original Approved Amount: |
$105,000.00 |
|
Previous Adjustments: |
$0.00 |
|
This Request: |
$20,841.62 |
|
TOTAL: |
$125,841.62 |
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: |
|
☐ |
Approval to Award |
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End Date: |
|
☐ |
Apply & Accept |
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Match Account $: |
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|
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Fiscal Impact / Funding Source
Funding Line 1:
100-181-1810-1160: General Fund, Arts and Culture, Professional Services - $20,841.62
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Key Contract Terms |
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Start Date: 9/1/2022 |
End Date: 12/31/2022 |
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Cost Adjustment: |
Renewal/Extension Terms: No renewal option |
Overall Contractor Performance Rating: 3.0
Would you select/recommend this vendor again?
Yes
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Report Period Start: |
Report Period End: |
|
1/1/2022 |
12/31/2022 |