Requested Action (Identify appropriate Action or Motion, purpose, cost, timeframe, etc.)
title
Request approval to extend existing contracts - Department of Real Estate and Asset Management,17ITB109620C-BKJ, Janitorial Services for Selected Fulton County Facilities (Groups C, D & G) in the total amount of $222,059.50 with (A) Diversified Maintenance-RWS, LLC(Birmingham, AL) in the amount of $166,660.00; and (B) A-Action Janitorial Service, Inc. (Lithonia, GA) in the amount of $55,399.50, to provide continued janitorial services for selected Fulton County facilities for three (3) additional months. Effective dates: May 1, 2021 through July 31, 2021. (APPROVED)
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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 & 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)
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 This request for an extension will allow continued janitorial services for Groups C, D & G for an additional three month period from May 1, 2021 through July 31, 2021, until the new solicitation, evaluation, BOC award and Contracts execution processes is completed. The new solicitation 21ITB128258C-CG closes on April 20, 2021. This additional time is required in order for DREAM to evaluate all bid responses, conduct due diligence in confirming references, determine the lowest responsible bidders, BOC recommendation approval process and contract execution process.
Scope of Work: To provide general cleaning for selected Fulton County facilities for the Department of Real Estate and Asset Management (DREAM). Janitorial contractors shall furnish all materials, labor, 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:
• Diversified Maintenance-RWS, LLC - Group C: (Central Libraries) Consists of 5 facilities (Central, Auburn, Martin Luther King, Peachtree, and Mechanicsville Libraries); with a total of 323,852 cleanable sq. ft.; and 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.
• A-Action Janitorial - 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.
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 to extend existing contracts to provide continued janitorial services for the selected Fulton County facilities, which consists of: Groups C: (Central Libraries); D (North Fulton Libraries) and G: (North Senior Centers) and (Central Senior Centers) for three (3) additional month from May 1, 2021 through July 31, 2021. The BOC approved the 1st extension on December 2, 2020, as Item #20-0871 for two (2) months from January 1, 2021 through February 28, 2021, in the total amount of $148,043.00; and approved the 2nd extension on February 17, 2021, as Item #21-0132 for another two (2) months, from March 1, 2021 through April 30, 2021, in the total amount of $148,043.00 to provide continued janitorial services until the new contract is executed for FY2021. The existing contracts #17ITB109620C-BKJ will expires on April 30, 2021. New contracts are anticipated to begin on August 1, 2021.
Historical Expenditures:
• FY2021: The County expenditure as of 3/22/2021, $217,489.12
• FY2020: The County spent $550,631.20
• FY2019: The County spent $750,724.16
• FY2018: The County spent $893,367.00
• FY2017: The County spent $758,401.63
Project Implications: These contracts are designed to provide and maintain sustainable clean and sanitary County facilities. The effective cleaning program is a critical component to keeping a healthy and productive environment.
Community Issues/Concerns: None that the Department is aware of.
Department Issues/Concerns: If these contract extensions are not approved, the Department will not be able to provide janitorial services for selected County facilities.
Contract Modification:
(A) Diversified Maintenance-RWS, LLC
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Current Contract History |
BOC Item |
Date |
Dollar Amount |
|
Original Award Amount |
17-1074 |
12/20/17 |
$316,299.30 |
|
1st Renewal |
18-0877 |
11/14/18 |
$323,800.00 |
|
Amendment No. 1 |
19-0064 |
1/23/19 |
$350,474.00 |
|
2nd Renewal |
19-1143 |
12/18/19 |
$683,540.36 |
|
Contract Extension No. 1 |
20-0871 |
12/2/20 |
$111,110.00 |
|
Contract Extension No. 2 |
20-0132 |
2/17/21 |
$111,110.00 |
|
Contract Extension No. 3 |
|
|
$166,660.00 |
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Total Revised Amount |
|
|
$2,062,993.66 |
(B) A-Action Janitorial Services, Inc.
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Current Contract History |
BOC Item |
Date |
Dollar Amount |
|
Original Award Amount |
17-1074 |
12/20/17 |
$226,594.40 |
|
1st Renewal |
18-0877 |
11/14/18 |
$226,595.00 |
|
2nd Renewal |
19-1143 |
12/18/19 |
$222,595.00 |
|
Contract Extension No. 1 |
20-0871 |
12/2/20 |
$36,933.00 |
|
Contract Extension No. 2 |
20-0132 |
2/17/21 |
$36,933.00 |
|
Contract Extension No. 3 |
|
|
$55,399.50 |
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Total Revised Amount |
|
|
$805,049.90 |
Contract & Compliance Information (Provide Contractor and Subcontractor details.)
Total Contract Value: $222,059.50
(A)
Contract Value: $166,660.00
Prime Vendor: Diversified maintenance-RWS, LLC
Prime Status: Non-Minority
Location: Birmingham, AL
County: Jefferson County
Prime Value: $166,660.00 or 100.00%
Subcontractor: None
Total Contract Value: $166,660.00 or 100.00%
Total M/FBE Value: $-0-
(B)
Contract Value: $55,399.50
Prime Vendor: A-Action Janitorial Service Inc.
Prime Status: African American Female Business Enterprise- Certified
Location: Lithonia, GA
County: DeKalb County
Prime Value: $55,399.50 or 100.00%
Subcontractor: None
Total Contract Value: $55,399.50 or 100.00%
Total M/FBE Value: $55,399.50 or 100.00%
Grand Contract Value: $222,059.50 or 100.00%
Grand M/FBE Value: $55,399.50 or 24.95%
Exhibits Attached
Exhibit 1: Extension No. 3 to Form of Contract
Exhibit 2: Contractor’s Performance Reports
Contact Information (Type Name, Title, Agency and Phone)
titleJoseph N. Davis, Director, Real Estate and Asset Management, (404) 612-3772
Contract Attached
title
Yes
Previous Contracts
title
Yes
Total Contract Value
|
Original Approved Amount: |
$542,893.70 |
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Previous Adjustments: |
$2,103,090.36 |
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This Request: |
$222,059.50 |
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TOTAL: |
$2,868,043.56 |
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-$222,059.50
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Key Contract Terms |
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Start Date: 5/1/2021 |
End Date: 7/31/2021 |
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Cost Adjustment: Click here to enter text. |
Renewal/Extension Terms: Three (3) month extension |
Overall Contractor Performance Rating:
Would you select/recommend this vendor again?
Yes
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Report Period Start: |
Report Period End: |
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5/1/2021 |
7/31/2021 |