Department
Real Estate and Asset Management
Requested Action
title
Request approval to renew an existing contract - Department of Real Estate and Asset Management, 24ITB143875C-JNJ, Countywide Spot Cooler and Heat Pump Rental in the amount not to exceed $50,000.00 with Spot Coolers, a division of Carrier Rental Systems, Inc. (Boca Raton, FL), to provide on-site portable air-cooled spot coolers and heat pump rental units with the necessary accessories for set-up on an “as needed” emergency basis for designated Fulton County facilities. This action exercises the first of two renewal options. One renewal option remains. Effective dates: January 1, 2026 through December 31, 2026.
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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: This contract furnishes all labor, tools and equipment, transportation, and appurtenances necessary to provide on-site portable air-cooled spot coolers and heat pump units with the necessary accessories for set-up at any designated Fulton County facilities on an “as needed” emergency basis.
Scope of Work: The Scope of Work includes, but not limited to:
- Installation
- Set-up and disconnection of air-cooled spot cooler and heat pump units
- Ductwork to all locations through the facility
- Unit tested for functioning
Community Impact: This impacts the community by preventing the disruption of daily County operations during emergency repairs/or replacement of a malfunction HVAC system in County facilities, and maintains the environmental health and comfort for County visitors and employees.
Department Recommendation: The Department of Real Estate and Asset Management recommends approval.
The requested total spending authority in the total amount of $50,000.00 is sufficient to cover the costs to provide on-site portable air-cooled spot coolers and heat pump rental units for Fulton County for FY2026.
This renewal contract will be for a full 12 months in 2026. The original award was for 9 months in 2025, and the County approved and executed the original contract (via FCC 102-369) on April 1, 2025 with an initial term through December 31, 2025 and two renewal options.
Project Implications: This contract prevents disruption during emergency repairs/or replacement of a malfunction HVAC system in County facilities. The spot coolers and heat pumps units provide supplemental cooling/heating through the facility.
Community Issues/Concerns: This contract prevent disruption during emergency repairs/or replacement of a malfunction HVAC system in County facilities. The spot coolers and heat pumps units provide supplemental cooling/heating through the facility.
Department Issues/Concerns: If this renewal contract is not approved, the Department’s ability to provide on-site temporary cooling or heating to County facilities during emergency repair/or replacement of failed HVAC systems will be impaired.
Contract Modification
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Current Contract History |
BOC Item |
Date |
Dollar Amount |
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Original Award Amount |
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$50,640.00 |
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1st Renewal |
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$50,000.00 |
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Total Revised Amount |
|
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$100,640.00 |
Contract & Compliance Information (Provide Contractor and Subcontractor details.)
Contract Value: $50,000.00
Prime Vendor: Spot Coolers, a division of Carrier Rental Systems, Inc.
Prime Status: Non-Minority
Location: Boca Raton, FL
County: Palm Springs County
Prime Value: $50,000.00 or 100.00%
Total Contract Value: $50,000.00 or 100.00%
Total Certified Value: $0.00 or 0.00%
Exhibits Attached
Exhibit 1: Contract Renewal Agreement
Exhibit 2: Performance Evaluation
Exhibit 3: Contract Renewal Evaluation Form
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
Yes
Previous Contracts
title
Yes
Total Contract Value
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Original Approved Amount: |
$50,640.00 |
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Previous Adjustments: |
$0.00 |
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This Request: |
$50,000.00 |
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TOTAL: |
$100,640.00 |
Fiscal Impact / Funding Source
Funding Line 1:
100-520-5222-1120: General, Real Estate and Asset Management, Rental/Lease Equip- $50,000.00 “Subject to availability of funding adopted for FY2026 by BOC”
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Key Contract Terms |
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Start Date:
1/1/2026 |
End Date:
12/31/2026 |
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Cost Adjustment:
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Renewal/Extension Terms:
One renewal option remains |
Overall Contractor Performance Rating: 100
Would you select/recommend this vendor again?
Yes
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Report Period Start: |
Report Period End: |
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1/1/2025 |
3/31/2025 |