Department
Senior Services
Requested Action (Identify appropriate Action or Motion, purpose, cost, timeframe, etc.)
title
Request approval to close out an existing contract - Department of Senior Services, 21ITB000028A-CJC, Indigent Burial Services in the amount of $61,226.25 with Mutual Meadows, Inc. (Peachtree Corners, GA) for the final payment covering services rendered April 2025 through May 2025. Effective upon Board approval. (APPROVED)
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Requirement for Board Action (Cite specific Board policy, statute or code requirement)
In accordance with Purchasing Code Section 102-416(g), 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.
Strategic Priority Area related to this item (If yes, note strategic priority area below)
Health and Human Services
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: The Mutual Meadows, Inc. contract was extended for an additional 90-day period beginning January 1, 2025, with an expiration date of March 31, 2025, in the amount of $109,193.75. The 90-day extension was required for the re-procurement (solicitation) of indigent burial services. Services provided from January 1, 2025 - March 31, 2025, exceeded the total authority. January services were twice the average monthly invoice. The authority was exceeded in February by $6,051.25. The March 2025 invoice was $55,175.00. The Department of Senior Services affirms that the payments were warranted and outside the contract extension spending authority. Approval of this item allows the Department to process the final 2025 invoices for the 1st quarter. The total amount to be paid to the vendor to close out this contract is an additional $61,226.25.
The Department of Senior Services is the County-based agency designated to provide Older Americans Act services within Fulton County. The Department is responsible for the planning and coordination of Indigent Burial services facilitated through the Aging Services contractor. This contract ensures that the Indigent Burial services are managed and implemented for Fulton County as required.
Scope of Work: Provide interment and cremation services for the indigent to include cemetery plots, furnishing of gravesites, cement vault, opening and closing of grave sites, lowering services, cremation, and interment of cremains and perpetual, care. This is done pursuant to the O.C.G.A § 36-12-5, keeping adequate records of all such interments and providing normal maintenance care which all lot owners receive. The gravesites are located at Lakeside Memorial Gardens Cemetery, 7720 Ono Road, Palmetto, GA 30268. Indigent people are typically people with no family, no assets, and no money, which is left to the local government to administer funeral arrangements.
Department Recommendation: The Department of Senior Services recommends approval.
Project Implications: All services were provided and completed in March 2025 and the Department of Senior Services is ready to close out 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 Senior Services is concerned that if approval is not obtained, then payment cannot be rendered for services previously provided by the contractor.
Contract Modification
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Current Contract History |
BOC Item |
Date |
Dollar Amount |
|
Original Award Amount |
21-1049 |
12/15/2021 |
$418,750.00 |
|
1st Renewal |
22-0774 |
10/19/2022 |
$418,750.00 |
|
Increase Spending Authority |
23-0161 |
03/01/2023 |
$21,675.00 |
|
Increase Spending Authority |
23-0725 |
10/18/2023 |
$132,841.35 |
|
2nd Renewal |
23-0765 |
11/1/2023 |
$502,067.00 |
|
90-Day Extension |
|
|
$109,193.75 |
|
Contract Close-Out |
|
|
$61,226.25 |
|
Total Revised Amount |
|
|
$1,664,503.35 |
Contract & Compliance Information
Contract Value $61,226.25
Prime Vendor: Mutual Meadows
Prime Status: Non-Minority
Location: Peachtree Corners, GA
County Gwinnett County
Prime Value: $61,226.25 or 100.00%
Subcontractor: None
Total Contract Value: $61,226.25 or 100.00%
Total Certified Value: -0-
Exhibits Attached
Exhibit 1: Amendment No. 1 to Form of Contract
Contact Information
Ladisa Onyiliogwu, Director, Department of Senior Services, 404-281-4042
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Contract Attached |
|
|
No |
|
|
Previous Contracts |
|
|
Yes Total Contract Value |
|
|
Original Approved Amount: |
$418,750.00 |
|
Previous Adjustments: |
$1,184,527.10 |
|
This Request: |
$61,226.25 |
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TOTAL: |
$1,664,503.35 |
Fiscal Impact / Funding Source
Funding Line 1:
100-183-1838-1234: General, Senior Services, Burial Service - $61,226.25
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Key Contract Terms |
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Start Date: 1/1/2025 |
End Date: 3/31/2025 |
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Cost Adjustment: |
Renewal/Extension Terms: |
Overall Contractor Performance Rating: 86.13
Would you select/recommend this vendor again?
Yes
Report Period Start: Report Period End:
N/A N/A