Department
Real Estate and Asset Management
Requested Action (Identify appropriate Action or Motion, purpose, cost, timeframe, etc.)
title
Request approval of lowest responsible bidders - Department of Real Estate and Asset Management, Bid#21ITB130146C-GS, Preventive and Predictive Maintenance Services for Chillers in the total amount of $1,200,000.00 with (A) Mechanical Services, Inc. (Hapeville, GA) in the amount of $400,000.00; (B) Johnson Controls, Inc. (Roswell, GA) in the amount of $400,000.00; and (C) Daikin Applied, Inc. (Marietta, GA) in the amount of $400,000.00, to provide on-site preventive and predictive maintenance services for chillers on an “as needed” basis for Fulton County facilities. Effective dates: from January 1, 2022 through December 31, 2022, with two (2) 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 $49,999.99 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 Provide on-site preventive and predictive maintenance services for chillers on as-needed basis for Fulton County for FY2022.
Scope of Work: These contracts furnish all materials, parts, labor, equipment, and transportation necessary to provide on-site corrective, preventive and predictive maintenance services for chillers on an “as needed” basis for Fulton County facilities.
The Scope of Work includes but not limited to:
(A) Annual Task Requirements for Chillers:
1. General Maintenance (equipment testing)
2. Lube System (analysis of the oil & disposing waste in compliance with EPA/OSHA)
3. Purge System (Shut-down/start up services)
4. Controls (check and calibrate operation)
5. Electrical Systems
6. Condenser and Evaporator Tubes
7. Cooling Tower
(B) Reports:
1. Final survey and inspection reports on chillers and cooling towers
2. System evaluation
(C) Infrequent Maintenance Requirements:
1. Refrigerant analysis
2. Replacing oil
3. Eddy current analysis of evaporator and condenser tube bundles
4. Vibration analysis and infrared testing
(D) Repairs:
1. Obtained approval from DREAM HVAC Maintenance Team before proceed on repairs
Community Impact: These contracts have direct community impact. Maintaining chillers in a reliable working condition ensures proper air quality and temperature in all buildings visited by the public.
Department Recommendation: The Department of Real Estate and Asset Management recommends approval of the lowest responsible and responsive bidders to provide on-site preventive and predictive maintenance of chillers on an “as needed” basis for Fulton County facilities, as determined by the Department of Real Estate and Asset Management (DREAM), HVAC Maintenance team for fiscal year 2022.
The recommendation was based on the bidders’ prices for the annual cost of preventive maintenance of chillers and cooling towers, refrigerant analysis, refrigerant charging, oil replacement, condenser and evaporators, along with hourly labor rates for services rendered during both normal business hours and after-hours. In order to be considered for award, the proposers were required to submit various professional licenses such as a State of Georgia Class II Conditioned Air Contractor License along with Refrigerant License issued by the federal EPA.
The Department received and evaluated three (3) bid responses. Mechanical Services, Inc. submitted the overall lowest base bid @ $50,000, then followed by Johnson Controls, Inc. at $65,370, and Daikin Applied at $85,865.
After careful evaluation, we recommend these three (3) bidders: Mechanical Services, Inc., Johnson Controls, Inc. and Daikin Applied for submitting the lowest and most responsible and responsive bids to provide on-site preventive and predictive maintenance services of chillers for Fulton County facilities for FY2022. Having multiple vendors will provide the County with sufficient resources and the maximum flexibility required to respond to the scope and complexity of the County’s needs. Each of the three (3) HVAC/Chillers contractors have current contracts with Fulton County and have performed very well demonstrating a high degree of technical competency.
In addition to routine maintenance of County mechanical systems, the requested spending authority in the total amount of $1,200,000 for FY2022 will cover the anticipated maintenance costs associated with the return to service of major chiller plants following significant capital investment in the Government Center, Justice Center, Central Library and the Juvenile Justice Center along with any capital replacements that may become necessary during the contract term. These are time and materials contracts. The spending authority will cover the replacement of parts/ components and labor for maintenance repairs.
Historical Expenditures:
• FY2021: The County allocated expenditures as of 9/28/21, $80,500.00
• FY2020: The County spent $614,006.73
• FY2019: The County spent $713,285.80
• FY2018: The County spent $422,864.19
Project Implications: These contracts prevent major shut down of mechanical system of chillers and cooling towers. This, also, provides for system annual maintenance and selective infrequent services to include equipment testing, system evaluation, shut-down/start-up services and certification reporting for the respective equipment.
Community Issues/Concerns: These contracts ensures the preventive and predictive Maintenance of chillers helps operate the buildings with suitable air quality. Not having this service could affect community members like those 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 on-site preventive and predictive maintenance and repair services of chillers will cause deferred maintenance and infrequent failure of the system due to shortage of staff to cover the entire County. These contracts ensures equipment testing, evaluation, lube system and analysis of the oil, purging of system and replace filters on all systems in County facilities on an annual basis and is critical to extend service life of the systems.
Contract Modification None, this is 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: Mechanical Services, Inc.
Prime Status: White Female Business Enterprise-Non-Certified
Location: Hapeville, GA
County: Fulton County
Prime Value: $400,000.00 or 100.00%
Total Contract Value: $400,000.00 or 100.00%
Total M/FBE Value: $400,000.00 or 100.00%
(B.)
Contract Value: $400,000.00
Prime Vendor: Johnson Controls, Inc.
Prime Status: Non-Minority
Location: Roswell, GA
County: Fulton County
Prime Value: $400,000.00 or 100.00%
Total Contract Value: $400,000.00 or 100.00%
Total M/FBE Value: $ -0-
(C.)
Contract Value: $400,000.00
Prime Vendor: Daikin Applied, Inc.
Prime Status: Non-Minority
Location: Marietta, GA
County: Cobb County
Prime Value: $400,000.00 or 100.00%
Total Contract Value: $400,000.00 or 100.00%
Total M/FBE Value: $ -0-
Grand Contract Value: $1,200,000.00 or 100.00%
Grand M/FBE Value: $400,000.00 or 33.33%
Exhibits Attached (Provide copies of originals, number exhibits consecutively, and label all exhibits in the upper right corner.)
Exhibit 1: Bid Tabulation
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
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No
Previous Contracts
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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 |
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:
100-520-5225-1116: General, Real Estate and Asset Management, Building Maintenance- $1,200 000 “Subject to availability of funding adopted for FY2022 by BOC”
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Key Contract Terms |
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Start Date: 1/1/2022 |
End Date: 12/31/2022 |
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Cost Adjustment: |
Renewal/Extension Terms: Two one-year renewal options |
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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1/1/2022 |
12/31/2022 |