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, 24ITB110124C-MH, Janitorial Services for Selected Fulton County Facilities (Groups E, F, G, H & I) in an total amount not to exceed $1,306,000.00 with (A) QCS Cleaning dba Quality Cleaning Services (Douglasville, GA) in an amount not to exceed $826,357.00 for Group E (South Fulton Libraries), both Groups F (Other Offices North) and (Other Offices South), Group G (South Senior Centers), and Group H (Arts Centers); and (B) American Facility Services, Inc. (AFS) (Alpharetta, GA) in an amount not to exceed $479,643.00 for Group I (Service Centers), to provide the cleaning services for selected Fulton County facilities. Effective upon execution of contracts through December 31, 2025, 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 These contracts provide general janitorial cleaning for selected Fulton County facilities (Groups E, F, G, H, and I) for the Department of Real Estate and Asset Management (DREAM).
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:
1. Group E: (South Fulton Libraries) - Consists of 14 facilities: Adams Park, Cleveland Avenue, Collage Park, East Point, Fairburn, Hapeville, South Fulton, Southwest Regional, Washington Park, West End, Wolf Creek, Palmetto, Metropolitan, and Southeast Atlanta Libraries with a total cleanable sq. ft. of 163,925 and one (1) Parking Deck at South Fulton with cleaning sq. ft. of 42,000; with a combined total of 205,925 cleanable sq. ft.
2. Group F: (Other Offices North) - Consists of two (2) facilities: Drug Court Training Center and Fulton County Customer Service Center (formally WROC) with a total of 61,315 cleanable sq. ft.; and (Other Offices South) Consists of 2 facilities: Public Safety Training Center and Fulton Clubhouse for Youth with a total 28,286 cleanable sq. ft; with a combined total of 89,601 cleanable sq. ft.
3. Group G: (South Senior Centers) - Consists of 8 facilities: H. J. C. Bowden, Camp Truitt, Camp Truitt 4- H Ed Center, Palmetto, Quality Living Services, Southeast, Hapeville, and New Beginnings with a total of 96,028 cleanable sq. ft.
4. Group H: (Arts Centers)- Consists of two (2) facilities: Hammond House and Aviation Community Cultural Center with a total of 18,816 cleanable sq. ft.
5. Group I (Service Centers)- Consists of five (5) facilities: North Service Center, South Service Center, Animal Services Facility, Fulton County Board of Health at 4700, and Airport Recue Fire Fighting (ARFF) with a total of 207,377 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.
Basis of Award
The basis of award was based on the bidders’ calculation cost per cleanable square footage according to the BOMA STANDARDS (Building Owners and Manager Association) or from a reputable research source that provides a cost average per square foot for standard cleaning for each facility and services within that Group to include day porter services, premium annual events and all cleaning and restroom supplies to determine the lowest responsive and responsible bidder(s) for a total annual cost for each Janitorial Group for FY2025 (of the Original Term) which consists of the five (5) different Janitorial Groups: Group E (South Fulton Libraries- consists of 14 facilities & 1 parking deck); Group F (Other Offices North- consists of 2 facilities) and (Other Offices South- consists of 2 facilities); Group G (South Senior Centers- consists of 8 facilities); Group H (Arts Centers- consists of 2 facilities); and Group I (North & South Service Centers, Animal Services facility, Board of Health 4700, and Airport Recue Fire Fighting- consists of 5 facilities). The bidder must bid on all facilities and services listed within each Janitorial Group to be considered for an award.
DREAM also considered the experience and with previous Cleaning Contracts and consultations with other organizations within the cleaning industry. The goal of this process is to award County Cleaning Contracts to reliable and responsible companies that are financially-sound, with sufficient management expertise and cleaning experience to provide good service in return for the County funds expended.
The recommendation, also, was based upon bidders’ references of current customers who can verify the quality of services your company provided of similar size and scope of work to this proposal.
Bid Evaluation Process
The Department received and evaluated 16 bids to solicitation. After carefully reviewed of each of the 16 total bidder’s ability to calculate the cost per cleanable square foot accordingly to the mentioned requirements in this Bid Form; therefore, the recommendations for each Janitorial Group are as follows:
1. Group E (South Fulton Libraries):
Quality Cleaning Services submitted the overall lowest responsible and responsive bid for Group E (South Fulton Libraries) in the amount of $238,601.65.
2. Group F (Other Offices North):
Quality Cleaning Services submitted the overall lowest responsible and responsive bid for Group F (Other Offices North) in the amount of $186,951.20.
Quality Cleaning Services submitted the overall lowest responsible and responsive bid for Group F (Other Offices South) in the amount of $60,668.88.
3. Group G (South Senior Centers):
Quality Cleaning Services submitted the overall lowest responsible and responsive bid for Group G (South Senior Centers) in the amount of $293,853.64.
4. Group H (Arts Centers):
Quality Cleaning Services submitted the overall lowest responsible and responsive bid for Group H (Arts Centers) in the amount of $50,441.28.
5. Group I (Service Centers):
American Facility Services, Inc. (AFS) submitted the overall lowest responsible and responsive bid for Group I (Service Centers) in the amount of $479,642.20.
Award Recommendation
After careful review, DREAM recommends Quality Cleaning Services (QCS) for submitting the overall lowest responsible and responsive bids for Group E (South Fulton Libraries), both Groups F (Other Offices North) and (Other Offices South), Group G (South Senior Centers), and Group H (Arts Centers); and (B) American Facility Services, Inc. (AFS) for submitting the overall lowest responsible and responsive bid for Group I (Service Centers).
Also, both recommended janitorial contractors are currently or previously had a contract with Fulton County and have performed excellent (respective ratings of 85) for Fulton County as stated in their performance reports (see Exhibit 2).
These are time and material contracts and the requested spending authorities in the total amount of $1,306,000.00 is sufficient to cover the costs for materials, equipment, cleaning supplies and day porter labor hours to maintain the required cleaning services for FY2025.
Project Implications: These contracts are design to provide and maintain sustainable clean and sanitary County facilities. The effective cleaning program is critical component to keeping a healthy and productive environment.
Community Issues/Concerns: None that the Department is aware of.
Department Issues/Concerns: If these contracts are not approved, the Department will not be able to provide janitorial services for these selected County facilities.
Contract Modification No, this a new procurement
Contract & Compliance Information (Provide Contractor and Subcontractor details.)
Total Contract Value: $1,306,000.00
(A)
Contract Value: $826,357.00
Prime Vendor: Quality Cleaning dba Quality Cleaning Services,
Prime Status: African American Male Business Enterprise
Location: Douglasville, GA
County: Douglas County
Prime Value: $826,357.00 or 100.00%
Total Contract Value: $826,357.00 or 100.00%
Total Certified Value: $826,357.00 or 100.00%
(B)
Contract Value: $479,643.00
Prime Vendor: American Facility Services, Inc
Prime Status: Non-Minority
Location: Alpharetta, GA
County: Fulton County
Prime Value: $479,643.00 or 100.00%
Total Contract Value: $479,643.00 or 100.00%
Total Certified Value: $00.00 or 0.00%
Grand Total Contract Value: $1,306,000.00
Grand Certified Value: $826,357.00 or 63.27%
Exhibits Attached (Provide copies of originals, number exhibits consecutively, and label all exhibits in the upper right corner.)
Exhibit 1: Bid Tabulation Sheets
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: |
$1,306,000.00 |
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TOTAL: |
$1,306,000.00 |
Fiscal Impact / Funding Source
Funding Line 1:
100-520-5221-1176: General, Real Estate and Asset Management, Cleaning Services- $1,306,000.00
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Key Contract Terms |
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Start Date: Upon execution of contracts |
End Date: 12/31/2025 |
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Cost Adjustment: |
Renewal/Extension Terms: Two, one-year renewal options |
Overall Contractor Performance Rating:
Quality Cleaning Services - 85
American Facility Service, Inc. -85
Would you select/recommend this vendor again?
Yes
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Report Period Start: |
Report Period End: |
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10/1/2024 |
12/31/2024 |