Department
Real Estate and Asset Management
Requested Action (Identify appropriate Action or Motion, purpose, cost, timeframe, etc.)
title
Request approval to close out a contract - Department of Real Estate and Asset Management, 21ITB128258C-CG Janitorial Services for Selected Fulton County Facilities (Groups C, D, & G) in the amount not to exceed $95,175.60 with American Facility Services, Inc. (Alpharetta, GA), to cover the costs for final payment for services rendered for providing continued janitorial services for Group D (North Fulton Libraries) and Group G (North and Central Senior Centers) until the new contract 23ITB138801C-GS was fully executed for FY2024. Effective upon BOC 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)
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 On April 17, 2024, as Item #24-0272, the BOC approved a new Contract #23ITB138801C-GS, Janitorial Services for Selected Fulton County Facilities (Groups C, D, & G), in the total amount of $981,071.00 with (A) American Facility Services, Inc., in the amount of $679,071.00 for Group C (Central Libraries & Fulton County Central Warehouse) and Group D (North Fulton libraries); and (B) Good Success Company, Inc. in the amount of $301,441.00 for Group G (North and Central Senior Centers), to provide janitorial services for selected Fulton County Facilities for FY2024. Effective dates: May 1, 2024, through December 31, 2024.
DREAM received the two (2) the fully executed contracts for these services on May 14, 2024 for American Facility Services, Inc., and on May 23, 2024, for Good Success Company, Inc.
A 90 Day Extension was approved for American Facility Services, Inc. in the amount of $162,987.00, under the authorized pursuant to Purchasing Code Section 102-364(e). The extension allowed American Facility Services, Inc., to provide continued janitorial services for Group D (North Fulton Libraries) and Group D (North and Central Senior Centers) for three (3) month period from January 1, 2024, through March 30, 2024 until new contracts were fully executed.
DREAM is requesting approval to close out a contract to allow the final payment of invoices in the total amount of $95,175.60 that were not covered under the original 90-Day Extension to American Facility Services, Inc. for services rendered in April 2024 and May 2024 for janitorial services for Group D (North Fulton Libraries), which consists of 15 total library facilities; and Group G (North and Central Senior Centers), which consists of 7 total Senior Centers, with a total cleanable square footage of 329,393.
Scope of Work: The Janitorial Contractors shall furnish all materials, labor, tools, janitorial equipment, cleaning supplies, restroom supplies (including feminine products, soap, toilet seat covers, toilet tissue, paper towels, and other required supplies) and equipment necessary to provide the highest quality janitorial services at these facilities which consists of:
• Group D: (North Fulton Libraries) - Consists of 15 facilities (Alpharetta, Milton, Buckhead, Dogwood, East Atlanta, Kirkwood, Northeast Regional, Northside, Adamsville/Collier Heights, Ponce de Leon, Roswell Branch, Sandy Springs, Fulton Library at Ocee, Northwest Atlanta, and East Roswell Libraries) with a total of 225,198 cleanable sq. ft.
• Group G: (North Senior Centers) - Consists of 5 facilities (HG Darnell, North Fulton, DC Benson, Dogwood and New Horizons) with a total of 74,002 cleanable sq. ft.; and (Central Senior Centers) which consist of two (2) facilities (Edgewood and Helene S. Mills) with a total of 30,093 cleanable sq. ft.
Community Impact: The overall community impact is to provide clean and sanitary facilities for the selected facilities.
Department Recommendation: The Department of Real Estate and Asset Management recommends approval of closed out of contract.
Project Implications: This contract is designed to provide and maintain clean and sanitary County facilities. The effective cleaning program is critical component to keeping a healthy and productive environment.
Community Issues/Concerns: None of which the Department is aware.
Department Issues/Concerns: If this close out contract is not approved, the Department will not be able to make final payment of invoices for services rendered that were not covered under the original 90-Day Extension in April 2024 and May 2024 for janitorial services for Group D (North Fulton Libraries) and Group G (North and Central Senior Centers.
Contract Modification
(B) American Facility Services, Inc.
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Current Contract History |
BOC Item |
Date |
Dollar Amount |
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Original Award Amount |
22-0058 |
1/19/22 |
$267,607.00 |
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Amendment No. 1 |
22-0682 |
9/21/22 |
$92,073.00 |
|
1st Renewal |
22-0859 |
11/16/22 |
$652,218.00 |
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Extension No. 1 |
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$162,987.00 |
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Contract Close-Out |
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$95,175.60 |
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Total Revised Amount |
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$1,270,060.60 |
Contract & Compliance Information (Provide Contractor and Subcontractor details.)
Contract Value: $95,175.60
Prime Vendor: American Facility Services, Inc.
Prime Status: Non-Minority
Location: Alpharetta, GA
County: Fulton County
Prime Value: $95,175.60 or 100.00%
Total Contract Value: $95,175.60 or 100.00%
Total Certified Value: $0.00 or 0.00%
Exhibits Attached (Provide copies of originals, number exhibits consecutively, and label all exhibits in the upper right corner.)
Exhibit 1: Amendment No. 2 to Form of Contract
Exhibit 2: Janitorial Services Invoices for April & May
Contact Information (Type Name, Title, Agency and Phone)
title
Joseph N. Davis, Director, Department of Real Estate and Asset Management, (404) 612-3772
Contract Attached
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Yes
Previous Contracts
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Yes
Total Contract Value
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Original Approved Amount: |
$267,607.00 |
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Previous Adjustments: |
$907,278.00 |
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This Request: |
$95,175.60 |
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TOTAL: |
$1,270,060.60 |
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:
100-520-5221-1176: General, Real Estate and Asset Management, Cleaning Services- $95,175.60
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Key Contract Terms |
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Start Date: N/A |
End Date: N/A |
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Cost Adjustment: |
Renewal/Extension Terms: N/A |
Overall Contractor Performance Rating: N/A
Would you select/recommend this vendor again?
Yes
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Report Period Start: |
Report Period End: |
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N/A |
N/A |