Department
Real Estate and Asset Management
Requested Action
title
Request approval of the lowest responsible bidders - Department of Real Estate and Asset Management, 26ITB1614603C-GS, HVAC on Call Maintenance Services Countywide in a total amount not to exceed $1,200,000.00, with (A) Daikin Applied (Marietta, GA) in an amount not to exceed $410,000.00; (B) Mechanical Services, Inc. (Marietta, GA) in an amount not to exceed $400,000.00 and (C) Trane U.S., Inc. (Atlanta, GA) in an amount not to exceed $390,000.00 to provide all materials, labor, tools, equipment, and appurtenances necessary to provide on-call maintenance services for HVAC systems Countywide, on an “as needed” basis effective January 1, 2027, through December 31, 2027, with two renewal options.
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Requirement for Board Action
In accordance with Purchasing Code Section 102-373, all competitive sealed bids of more than $100,000 shall be forwarded to the Board of Commissioners for approval.
Strategic Priority Area related to this item
Open and Responsible Government
Commission Districts Affected
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All Districts |
X |
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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: These contracts will provide to provide all materials, labor, tools, equipment, and appurtenances necessary to provide on-call maintenance services for HVAC systems Countywide, on an “as needed” basis.
Scope of Work: These contracts furnish all materials, labor, tools, equipment, and appurtenances necessary to provide on-call HVAC maintenance services of air conditioning systems on an “as needed” basis for all Fulton County facilities. The contracts also include but are not limited to preventive maintenance tasks as indicated in the scope of work.
These Countywide contracts are considered stand-by contracts. They are used on an “as-needed” basis and provide preventive and corrective maintenance tasks covering scheduled and un-scheduled maintenance needs.
Scope of Work:
1. Troubleshoot the BAS/ HVAC equipment.
2. Make adjustment on sensors inputs/outputs and all various setting where automation is not used.
3. Replace minor spares, like fuses, filters, solenoids, small valves etc. This will be completed in consultation with the appropriate Building Maintenance Manager.
4. Report to the Building Maintenance Manager the scope and details of major repairs needed and provide a not-to-exceed estimate for the repair work.
5. Acquire repair parts and perform repair services.
6. At the end of repair work or call, the tradesperson or his/her supervisor must submit a service ticket for each call-out indicating the date of service, location of the service, County ID# of equipment serviced, explanation of work carried out, bill of materials, and actual duration of the work.
7. Provide warranty information on replaced equipment and parts.
8. If the bidder does not have capabilities in troubleshooting special/proprietary control systems, it shall make arrangement with manufacturers or their authorized representatives for effective management of the situation, after consultations with the County authorized representative.
9. Dispose all waste material, including hazardous wastes, in an environmentally acceptable Manner.
Equipment Types and Connected Systems that may Require Service Repair:
1. Air conditioning units/air handlers.
2. Split units and package units (heat and cool).
3. Chillers, cooling towers and associated equipment
4. Terminal boxes and controllers.
5. Boilers and hot water heaters.
6. Building Automation Systems.
Community Impact: This is necessary for the environmental health and comfort of the patrons and employees in County facilities.
Department Recommendation: The Department of Real Estate and Asset Management recommends approval.
Procedure for Basis of Award:
The recommendation for the award was based on the bidders’ prices for hourly rates during normal and weekends/holidays; and trip charges per call for repairing HVAC systems to determine the lowest responsible bidders. In addition, bidders must provide proof of professional licenses/and certification in Georgia Conditioned Air Contractor, Boiler License, Class II and Refrigerant License 608 issued by EPA which is also criteria to be considered for an award with Fulton County.
The Department received and evaluated seven (7) bids to the solicitation (See below):
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Base Bid Amount |
Recommended Award Authority |
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Daikin Applied |
$262.50 |
$410,000.00 |
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Mechanical Services, Inc. |
$290.00 |
$400,000.00 |
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Trane U.S., Inc. |
$295.00 |
$390,000.00 |
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Johnson Controls |
$400.00 |
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HVAC Allies, LLC |
$410.00 |
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5 Seasons Mechanical, LLC |
$447.50 |
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Maxair Mechanical, LLC |
$476.00 |
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Therefore, after careful review, we recommended the three (3) overall lowest responsive and responsible HVAC contractors (Daikin Applied, Mechanical Services, Inc., and Trane U.S. Inc.) to provide standby on-site HVAC on call maintenance services countywide because of previous lessons learned during the peak summer/winter temperature months with the problems we had trying to contact our current contractors. Selecting multiple HVAC contractors provides us with the flexibility to accommodate the large number of buildings while minimizing each building's HVAC repair down time. These recommended HVAC contractors have a current or previous contract with Fulton County and have performed very good and are highly competent as HVAC contractors for Fulton County as stated in their performance reports.
These are time and material contracts. The requested spending authority in the total amount of $1,200,000 for FY2025 will cover the cost for manufacturer’s specified OEM replacement parts/components on variety types of HVAC systems (AHU, cooling towers, and splits & package units) with sizes varying from 5 to 880 tons capacity throughout Fulton County. Approximately 30% for troubleshooting, diagnosing and maintenance repairs for BAS/HVAC equipment, and 70 % cover the cost for manufacturer’s specified OEM replacement parts and components.
Project Implications: These contracts provide technical services, maintenance repairs and equipment replacement on various types of HVAC systems units varying from 5 to 880 tons capacity and BAS; that provides comfort to patrons and employees throughout Fulton County facilities.
Community Issues/Concerns: None that the Department is aware.
Department Issues/Concerns: If these renewal contracts are not approved, the Department cannot address the maintenance repairs needed for the County’s HVAC systems.
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: $400,000.00
Prime Vendor: Daikin Applied dba Daikin Applied
Prime Status: Non-Minority
Location: Marietta, GA
County: Cobb County
Prime Value: $400,000.00 or 100.00%
Subcontractor: None
Total Contract Value: $400,000.00 or 100.00%
Total Certified Value: $-0-
(B)
Contract Value: $350,000.00
Prime Vendor: Mechanical Services, Inc.
Prime Status: White Female Business Enterprise
Location: Marietta, GA
County: Cobb County
Prime Value: $350,000.00 or 100%
Subcontractor: None
Total Contract Value: $350,000.00 or 100.00%
Total Certified Value: $350,000.00 or 100.00%
(C)
Contract Value: $300,000.00
Prime Vendor: Tran US, Inc.
Prime Status: Non-Minority
Location: Atlanta, GA
County: Fulton County
Prime Value: $300,000.00or 100%
Subcontractor: None
Total Contract Value: $300,000.00 or 100.00%
Total Certified Value: $300,000.00 or 100.00%
Grand Contract Value: $1,200,000.00 or 100.00%
Grand Certified Value: $350,000.00 or 29.16%
Exhibits Attached
Exhibit 1: Bid Tabulation Sheet
Exhibit 2: Performance Evaluations
Exhibit 3: Department Recommendation Memo
Contact Information
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Joseph N. Davis, Director, Department of Real Estate and Asset Management, (404) 612-3772
Contract Attached
title
No
Previous Contracts
title
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 |
Fiscal Impact / Funding Source
Funding Line 1:
100-520-5225-1116: General, Real Estate and Asset Management, Building Maintenance- $1,200,000 “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: N/A |
Renewal/Extension Terms: Two renewal options |
Overall Contractor Performance Rating:
Daikin Applied 82
Mechanical Services, Inc. 91
Trane 85
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 |
3/31/2026 |