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File #: 23-0847    Version: 1 Name:
Type: Consent - Open & Responsible Government Status: Agenda Ready
File created: 10/5/2023 In control: Board of Commissioners
On agenda: 12/6/2023 Final action:
Title: Request approval to renew existing contracts - Department of Real Estate and Asset Management, 22ITBC135037C-GS, Ballasts, Lamps, Light Fixtures and Related Supplies in an amount not to exceed $110,000.00 with (A) E. Sam Jones Distributor, Inc. (Atlanta, GA) in an amount not to exceed $51,700.00, (B) Voss Electric Co. (Marietta, GA) in an amount not to exceed $25,300.00, (C) Summit Lighting Solutions (Lawrenceville, GA) in an amount not to exceed $12,100.00, (D) Regency Enterprises, Inc. dba Regency Lighting (Los Angeles, CA) in an amount not to exceed $16,500.00 and (E) Electrical Contractor Incorporated (Covington, GA) in an amount not to exceed $4,400.00, 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, 2024, through December 31, 2024. (APPROVED UPON ADOPTION OF THE CONSENT AGENDA)
Attachments: 1. Exhibit 1. Contract Renewal Agreement - (A) E. Sams Jones, 2. Exhibit 1. Contract Renewal Agreement - (B) Voss Electric, 3. Exhibit 1. Contract Renewal Agreement - (C) Summit Lighting Solutions, 4. Exhibit 1. Contract Renewal Agreement - (D) Regency Lighting, 5. Exhibit 1. Contract Renewal Agreement - (E) Electrical Contractor, 6. Exhibit 2 Contractor's Performance Report - Ballasts Lamps & Fixtures, 7. Exhibit 3 Contract Renewal Evaluation Form - Ballasts, Lamps FY2024, 8. 2023-0847
Date Ver.Action ByActionResultAction DetailsMeeting DetailsVideo
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Department

Real Estate and Asset Management

 

Requested Action

title

 

Request approval to renew existing contracts - Department of Real Estate and Asset Management, 22ITBC135037C-GS, Ballasts, Lamps, Light Fixtures and Related Supplies in an amount not to exceed $110,000.00 with (A) E. Sam Jones Distributor, Inc. (Atlanta, GA) in an amount not to exceed $51,700.00, (B) Voss Electric Co. (Marietta, GA) in an amount not to exceed $25,300.00, (C) Summit Lighting Solutions (Lawrenceville, GA) in an amount not to exceed $12,100.00, (D) Regency Enterprises, Inc. dba Regency Lighting (Los Angeles, CA) in an amount not to exceed $16,500.00 and (E) Electrical Contractor Incorporated (Covington, GA) in an amount not to exceed  $4,400.00, 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, 2024, through December 31, 2024.  (APPROVED UPON ADOPTION OF THE CONSENT AGENDA)     

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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 or 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

All Districts                     

District 1                     

District 2                     

District 3                     

District 4                     

District 5                     

District 6                     


Is this a purchasing item?

Yes

 

Summary & Background:

 

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 to ensure Fulton County facilities and parking lots have adequate lighting. 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, 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 provide the ability to ensure all County facilities and parking lots have adequate lighting.

 

Department Recommendation: The Department of Real Estate and Asset Management recommends approval. 

 

The requested total spending authority of $110,000.00 is an increase of $10,000, or 10%, over the approved authority for FY 2023.  In FY 2023, the County opened two new facilities adding 700,000 square feet (+13%) to the County’s facility portfolio.  As a result, the volume of parts and supplies used in the performance of maintenance tasks is expected to increase. 

 

Project Implications: These contracts provide all the necessary materials, ballasts, lamps, light fixtures, and related supplies needed to support the in-house maintenance staff that is responsible for maintaining Fulton County facilities. Failure to provide the necessary materials and supplies will result in delay of repairs that require immediate attention as well as routine maintenance services needed to ensure adequate lighting.

 

Community Issues/Concerns: None of which the Department is aware.

 

Department Issues/Concerns: If these contracts are not approved, the Department will not be able to provide ballasts, lamps, light fixtures, and related supplies to the DREAM in-house maintenance staff for routine maintenance services Countywide.

 

Contract Modification

 

  (A)  E. Sam Jones 

Current Contract History

BOC Item

Date

Dollar Amount

Original Award Amount 

22-0876

11-16-22

$47,000.00 

Increase Spending Authority

TMP-4191

10-18-23 

$3,750.00

1st Renewal

 

 

$51,700.00

Total Revised Amount

 

 

$102,450.00

 

   (B) Voss Electric

Current Contract History

BOC Item

Date

Dollar Amount

Original Award Amount 

22-0876

11-16-22

$23,000.00 

Increase Spending Authority

TMP-4191

10-18-23 

$3,750.00

1st Renewal

 

 

$25,300.00

Total Revised Amount

 

 

$52,050.00

 

  (C) Summit Lighting

Current Contract History

BOC Item

Date

Dollar Amount

Original Award Amount 

22-0876

11-16-22

$11,000.00 

1st Renewal

 

 

$12,100.00

Total Revised Amount

 

 

$23,100.00

 

  (D) Regency Lighting

Current Contract History

BOC Item

Date

Dollar Amount

Original Award Amount 

22-0876

11-16-22

$15,000.00 

1st Renewal

 

 

$16,500.00

Total Revised Amount

 

 

$31.500.00

 

  (E) Electrical Contractor

Current Contract History

BOC Item

Date

Dollar Amount

Original Award Amount 

22-0876

11-16-22

$4,000.00 

1st Renewal

 

 

$4,400.00

Total Revised Amount

 

 

$8,400.00

 

Contract & Compliance Information (Provide Contractor and Subcontractor details.)

Total Contract Value:      $110,000.00

 

(A)

Contract Value:                                          $51,700.00

Prime Vendor:                     E. Sam Jones

Prime Status:                     Non-Minority

Location:                                                               Atlanta, GA

County:                                                               Fulton County

Prime Value:                                          $51,700.00 or 100.00%

Subcontractor:                                          None

                                          

Total Contract Value:                     $51,700.00 or 100.00%

Total Certified Value:                     $0.00 or 0.00%

 

(B)

Contract Value:                                          $25,300.00

Prime Vendor:                     Voss Electric Co.

Prime Status:                     Non-Minority

Location:                                                               Marietta, GA

County:                                                               Cobb County

Prime Value:                                          $25,300.00 or 100.00%

Subcontractor:                                           None

 

Total Contract Value:                     $25,300.00 or 100.00%

Total Certified Value:                     $0.00 or 0.00%

 

(C)

Contract Value:                                          $12,100.00

Prime Vendor:                     Summit Lighting Solutions

Prime Status:                     African American Male Business Enterprise

Location:                                                               Lawrenceville, GA

County:                                                               Gwinnett County

Prime Value:                                          $12,100.00 or 100.00%

Subcontractor:                                          None

 

Total Contract Value:                      $12,100.00 or 100.00%

Total Certified Value:                      $12,100.00 or 100.00%

 

 

(D)

Contract Value:                                          $16,500.00

Prime Vendor:                     Regency Lighting

Prime Status:                     Non-Minority

Location:                                                               Los Angeles, CA

County:                                                               Los Angeles County

Prime Value:                                          $16,500.00 or 100.00%

Subcontractor:                                          None

 

Total Contract Value:                     $16,500.00 or 100.00%

Total Certified Value:                     $0.00 or 0.00%

 

(E)

Contract Value:                                          $4,400.00

Prime Vendor:                                          Electrical Contractor

Prime Status:                                          Non-Minority

Location:                                                               Covington, GA

County:                                                               Newton County

Prime Value:                                          $4,400.00 or 100.00%

Subcontractor:                                           None

 

Total Contract Value:                     $4,400.00 or 100.00%

Total Certified Value:                      $0.00 or 0.00%

 

Grand Contract Value:     $110,000.00 or 100.00%

Grand Certified Value:                      $12,100.00 or 11.00%

 

Exhibits Attached

Exhibit 1:  Contract Renewal Agreements

Exhibit 2:  Contractor’s Performance Reports

Exhibit 3:  Contract Renewal Evaluation Form

 

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

Original Approved Amount:

$100,000.00

Previous Adjustments:

7,500.00

This Request:

$110,000.00

TOTAL:

$217,500.00


Grant Information Summary

Amount Requested:

 

Cash

Match Required:

 

In-Kind

Start Date:

 

Approval to Award

End Date:

 

Apply & Accept

Match Account $:

 

 

 


Fiscal Impact / Funding Source

Funding Line 1:

100-520-5222-1450: General, Real Estate and Asset Management, Maintenance Supplies- $120,000.00 “Subject to availability of funding adopted for FY 2024 by BOC”.

 

Key Contract Terms

Start Date: 1/1/2024

End Date: 12/31/2024

Cost Adjustment

Renewal/Extension Terms: One renewal option remains


Overall Contractor Performance Rating:

(A) E. Sam Jones                                           100

(B) Voss Electric                                           100

(C) Summit Lighting                                          97

(D) Regency Lighting                      100

(E) Electrical Contractor                     97

Would you select/recommend this vendor again?

Yes

 

Report Period Start:

Report Period End:

 

4/1/2023

6-30-2023