Department
Real Estate and Asset Management
Requested Action (Identify appropriate Action or Motion, purpose, cost, timeframe, etc.)
title
Request approval of the lowest responsible bidders - Department of Real Estate and Asset Management, 22ITB134621K-JAJ, Roof Maintenance, Repair and Replacement Services Countywide in an amount not to exceed $1,500,000.00 with (A) RYCARS Construction, LLC (Atlanta, GA) in an amount not to exceed $700,000.00, (B) Ideal Building Solutions, LLC (Norcross, GA) an amount not to exceed $500,000.00, and (C) Ben Hill Roofing and Siding Co, Inc (Douglasville, GA) in an amount not to exceed $300,000.00, to provide standby roof maintenance, repair, and replacement services on an “as-needed” basis for Countywide facilities effective January 1, 2023 through December 31, 2023, with two renewal options. (APPROVED)
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Requirement for Board Action (Cite specific Board policy, statute or code requirement)
In accordance with Purchasing Code Section 102-373, all competitive sealed bids of more than $100,000.00 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 Request approval of lowest bidders to provide standby roof maintenance, repair, and replacement services on an “as-needed” basis for Countywide facilities for FY2023.
Scope of Work: These contracts furnish all materials, parts, labor, equipment, and appurtenances necessary to provide standby roof maintenance, repair, and replacement services an “as-needed” basis for Countywide facilities. The work includes removing and disposing of existing roofing systems; permits and licenses necessary to complete projects.
Community Impact: This contract impacts the community in having the ability to provide and maintain sustainable roofing systems on Countywide facilities.
Department Recommendation: The Department of Real Estate and Asset Management recommends approval of the lowest responsible bidders to provide standby roof maintenance, repair, and replacement services on an “as-needed” basis for Countywide facilities for fiscal year 2023.
Procedure for Basis of Award:
The recommendation was based on the bidders’ prices for labor, roof materials and supplies, and complete cost according to the three various sample roofing type projects (A- modified/flat roof, B modified/metal roof & C- PVC/TPO roof) provided by calculating the given square/or linear feet and quantity for each required repair services.
Having multiple roofing contractors will provide the County with maximum flexibility and sufficient manpower resources to respond to the scope and complexity of the service needs.
RYCARS Construction, LLC, Ideal Building Solutions, LLC. and Ben Hill Roofing and Siding Co, Inc. all have a current contract with Fulton County and have performed very well as Roof Maintenance, Repair and Replacement Contractors for Fulton County as stated in their performance report.
These are a time and materials contracts. The requested total spending authority in the total amount of $1,500,000.00, is covering the costs for maintenance repairs/replacement materials and labor rates for standby roof maintenance and replacement services for FY2023.
Historical Expenditures:
• FY2022: The County allocated/expenditures as of 11/7/2022, $1,199,536.26
• FY2021: The County spent $344,444.38
• FY2020: The County spent $652,486.73
• FY2019: The County spent $1,076,249.32
• FY2018: The County spent $941,359.32
• FY2017: The County spent $1,107,528.82
Project Implications: To provide timely and efficient repairs/replacements of the roofing systems that are beyond industry life cycles.
Community Issues/Concerns: Not being able to have adequate roof covering could affect community members when visiting the public buildings including Libraries and Health Clinics.
Department Issues/Concerns: If these contracts are not approved, the Department’s ability to address the needs for roof repairs /replacement for Fulton County facilities will be negatively impacted.
Contract Modification No, this is a new procurement
Contract & Compliance Information (Provide Contractor and Subcontractor details.)
Total Contract Value: $1,500,000.00
(A)
Contract Value: $700,000.00
Prime Vendor: RYCARS Construction, LLC
Prime Status: African American Business Enterprise - Certified
Location: Atlanta, GA
County: Fulton County
Prime Value: $525,000.00 or 75.00%
Subcontractor: Cross Roof
Subcontractor Status: African American Business Enterprise - Certified
Location: Atlanta, GA
County: Fulton County
Subcontractor Value: $175,000.00 or 25.00%
Total Contract Value: $700,000.00 or 100.00%
Total M/FBE Value: $700,000.00 or 100.00%
(B)
Contract Value: $500,000.00
Prime Vendor: Ideal Building Solutions, LLC.
Prime Status: Non-Minority
Location: Norcross, GA
County: Gwinnett County
Prime Value: $500,000.00 or 100.00%
Subcontractor: None
Total Contract Value: $500,000.00 or 100.00%
Total M/FBE Value: $-0-
(C)
Contract Value: $300,000.00
Prime Vendor: Ben Hill Roofing and Siding Co, Inc
Prime Status: Non-Minority
Location: Douglasville, GA
County: Douglas, County
Prime Value: $300,000.00 or 100.00%
Subcontractor: None
Total Contract Value: $300,000.00 or 100.00%
Total M/FBE Value: $-0-
Grand Contract Value: $1,500,000 or 100.00%
Grand M/FBE Value: $700,000.00 or 46.67%
Exhibits Attached (Provide copies of originals, number exhibits consecutively, and label all exhibits in the upper right corner.)
Exhibit 1: Bid Tabulation Sheet
Exhibit 2: Contractor’s Performance Reports
Exhibit 3: Department Recommendation Memo
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
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: |
$1,500,000.00 |
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TOTAL: |
$1,500,000.00 |
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:
500-520-5200-TBD: Capital, Real Estate and Asset Management, To-Be Determine $1,500,000.00 “This is a Standby Contract” “The ability to commit funds will be dependent on the availability of resources provided as part of DREAM’s Pay as You Go capital program, FCURA bond, and end user/departmental operating/capital funding as identified” for FY2023” Purchase Order will be guided by the available adopted FY2023 Pay as you Go funding.
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Key Contract Terms |
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Start Date: 1/1/2023 |
End Date: 12/31/2023 |
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Cost Adjustment: |
Renewal/Extension Terms: Two one-year renewal options |
Overall Contractor Performance Rating:
Rycars Constructions 3.80
Ideal Building Solutions 3.80
Ben Hill Roofing Solutions 3.60
Would you select/recommend this vendor again?
Yes
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Report Period Start: |
Report Period End: |
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7/1/2022 |
9/30/2022 |