Department
Real Estate and Asset Management
Requested Action
title
Request approval to renew existing contracts - Department of Real Estate and Asset Management, 25ITBC1410259C-JH, Ballasts, Lamps, Light Fixtures and Related Supplies in a total amount not to exceed $160,000.00 with (A) E. Sam Jones (Atlanta, GA) in an amount not to exceed $100,000.00 and (B) Summit Lighting Solutions, (Lawrenceville, GA) in an amount not to exceed $60,000.00, to provide ballasts, lamps, light fixtures, and related items on an "as needed" basis for Fulton County facilities and parking lots. This action exercises the first of two renewal options. One renewal option remains. Effective dates: January 1, 2027, through December 31, 2027.
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Requirement for Board Action
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, 60 days if the contract term is six (6) months or less.
Strategic Priority Area related to this item
Open and Responsible Government
Commission Districts Affected
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All Districts |
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District 1 |
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District 2 |
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District 3 |
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District 4 |
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District 5 |
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District 6 |
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Is this a purchasing item?
Yes
Summary & Background: Approvals to renew existing contracts to provide ballasts, lamps, light fixtures, and related items for Fulton County facilities and parking lots for FY2027.
On October 15, 2025, the BOC approved contracts for the lowest responsible bidders, as Item #25-0782, Bid #25ITBC1410259C-JH, Ballasts, Lamps, Light Fixtures and Related Supplies, in the total amount not to exceed $160,000.00 with (A) E. Sam Jones (Atlanta, GA) in the amount not to exceed $80,000.00; (B) Summit Lighting Solutions (Lawrenceville, GA) in the amount not to exceed $60,000.00; and, (C) Mega Wholesale, LLC (Elizabeth, NJ) in the amount not to exceed $20,000.00, to provide ballasts, lamps, light fixtures, and related items on an "as needed" basis for Fulton County facilities and parking lots. Effective dates: January1, 2026, through December 31, 2026, with two renewal options.
Due to the unsatisfactory performance rating score of 25 (see Exhibit 2- (C) Contractor’s Performance Report), DREAM has decided to use their option “Not to exercise Renewal Term” as provided in this Section Multi-Year Term, b. Renewal Terms, and shall deemed “Ending Term” December 31, 2026 with no further obligation to Mega Wholesale, LLC.
Because of their excellent performance rating of 82 this fiscal year 2026, as indicated on their performance evaluation report (see Exhibit 2- (A) Contractor’s Performance Report). The Department is requesting that E. Sam Jones, the next responsible bidder, be awarded Mega Wholesale remaining portion of $20,000.00 spending authority and assume the additional responsibilities of 10 left-over line items (#2, #3, #8, #9, #10, #11, #29, #35, #36, & #37) beginning on January 1, 2027. Summit Lighting Solutions was not considered at this time for any additional responsibility due to their low performance (58) during this rating periods in 2026, which they have received a PIP (Performance Improvement Plan). On previous occasion, they have performed outstanding in the last two (2) years (22ITBC135037C-GS) with ratings of 100 FY2025 and 97 in FY2024.
The requested total spending authority in the total amount of $160,000.00 is sufficient to cover the costs to procure ballasts, lamps, light fixtures, and related items for Fulton County for FY2027.
Scope of Work: These contracts furnish ballasts, lamps, light fixtures and related supplies for the Department of Real Estate and Asset Management on an "as needed" basis. Due to standardization of fixtures and sub-assemblies, the recommended contractors supply manufacturer brands such as GE, Sylvania or Phillips for lamps and Advance, Howard, Sylvania, Universal, and Magnetek for ballasts.
DREAM maintenance staff is responsible for routine repairs and the preventive maintenance program performed at facilities throughout the County.
Community Impact: These contracts ensure DREAM of having supplies to address lighting issues Countywide where existing bulbs/fixtures must be replaced.
Department Recommendation: The Department of Real Estate and Asset Management recommends approval.
Project Implications: These contracts provide all the necessary materials, ballast, lamps, light fixtures, and related supplies needed to support the in-house staff responsible for maintaining various Fulton County facilities. Failure to provide the necessary materials and supplies will result in delays with repairs that require immediate attention as well as routine maintenance.
Community Issues/Concerns: None that the Department is aware.
Department Issues/Concerns: If these renewal contracts are not approved, the Department will not be able to provide ballast, lamps, light fixtures, and related supplies to the DREAM in-house maintenance staff for routine maintenance services Countywide.
Contract Modification
(A) E. Sam Jones Distributors
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Current Contract History |
BOC Item |
Date |
Dollar Amount |
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Original Award Amount |
25-0782 |
10/15/25 |
$80,000.00 |
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1st Renewal |
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$100,000.00 |
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Total Revised Amount |
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$180,000.00 |
(B) Summit Lighting Solutions
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Current Contract History |
BOC Item |
Date |
Dollar Amount |
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Original Award Amount |
25-0782 |
10/15/25 |
$60,000.00 |
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1st Renewal |
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$60,000.00 |
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Total Revised Amount |
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$120,000.00 |
Contract & Compliance Information
Total Contract Value: $160,000.00
(A)
Contract Value: $100,000.00
Prime Vendor: Sam Jones Distributor, Inc.
Prime Status: Non-Minority
Location: Atlanta, GA
County: Fulton County
Prime Value: $100,000.00 or 100.00%
Total Contract Value: $100,000.00 or 100.00%
Total Certified Value: $00.00
(B)
Contract Value: $60,000.00
Prime Vendor: Summit Lighting Solutions
Prime Status: Asian Male Business Enterprise
Location: Lawrenceville, GA
County: Gwinnett County
Prime Value: $60,000.00 or 100.00%
Total Contract Value: $60,000.00 or 100.00%
Total Certified Value: $60,000.00 or 100.00%
Grand Contract Value: $160,000.00 or 100.00%
Grand Certified Value: $60,000.00 or 37.50%
Exhibits Attached
Exhibit 1: Contract Renewal Agreements
Exhibit 2: Performance Evlautions
Exhibit 3: Contract Renewal Evaluation Form
Exhibit 4: Performance Improvement Plan-Summit Lighting Solutions
Contact Information
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
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Original Approved Amount: |
$160,000.00 |
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Previous Adjustments: |
$0.00 |
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This Request: |
$160,000.00 |
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TOTAL: |
$320,000.00 |
Fiscal Impact / Funding Source
Funding Line 1:
100-520-5222-1450: General, Real Estate and Asset Management, Maintenance Supplies- $160,000.00 “Subject to availability of funding adopted for FY2027 by BOC”
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Key Contract Terms |
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Start Date: 1/1/2027 |
End Date: 12/31/2027 |
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Cost Adjustment: |
Renewal/Extension Terms: One renewal option remains |
Overall Contractor Performance Rating:
(A) E. Sam Jones 82
(B) Summit Lighting Solutions 58
(C) Mega Wholesale, LLC 25
Would you select/recommend this vendor again?
Yes
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Report Period Start: |
Report Period End: |
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1/1/2026 |
6/30/2026 |