Department
Real Estate and Asset Management
Requested Action (Identify appropriate Action or Motion, purpose, cost, timeframe, etc.)
title
Request approval of a statewide contract - Department of Real Estate and Asset Management, SWC90816, Motor Vehicle Maintenance & Inventory Management Services, in the amount not to exceed $755,000.00 with Automotive Rental, Inc. (Mt. Laurel, NJ), to provide repairs and maintenance for specialized heavy equipment and other fleet vehicles for Fulton County. Effective dates: January 1, 2024, through December 31, 2024. (HELD 12/6/23) (APPROVED)
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Requirement for Board Action (Cite specific Board policy, statute or code requirement)
In accordance with Purchasing Code Section 102-462, requests for approval of statewide contracts 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 to utilize a statewide contract to provide repairs and maintenance for specialized heavy equipment and other fleet vehicles for FY2024.
Scope of Work: This statewide contract provides active supervision of the vendors in the network including quality of service, billing, invoicing, and the hourly fee structure for each repair type. The scope of service includes all labor, parts, equipment, materials, and transportation for the repair of County owned equipment or vehicles placed in the network. The annual network fees are $5.82 per month/per vehicle.
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Vehicle Category |
Number of Vehicles |
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Heavy/Specialized Equipment |
450 |
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Passenger Vehicles |
685 |
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Total |
1135 |
Community Impact: None of which the Department is aware.
Department Recommendation: The Department of Real Estate and Asset Management recommends approval.
This is a time and materials contract. We have continued to purchase new vehicles for the County’s law enforcement agencies and due to the larger fleet size, the Department has had to leverage the high costs in labor rates, parts, and materials placed in the network for the Fulton County fleet vehicles in FY2023. A request for additional spending authority for FY2023 in the amount of $160,000.00 is on the December 6th Regular BOC Agenda Meeting. The current approved spending authority is $595,000.00 for FY2023.
Therefore, the requested spending authority in the total amount of $755,000.00 will cover cost for all labor, parts, equipment, materials and transportation for the maintenance and repairs of the County owned vehicles or equipment placed in the network for Fulton County fleet vehicles for FY2024.
The Statewide contract with Automotive Rental Inc. (ARI) allows the County to continue use of the statewide network to utilize a single procurement vehicle to consolidate and coordinate the use of outside repairs for heavy/specialized vehicles and equipment for the 20+ vehicle brands within the existing fleet.
The Department does not have adequate staffing, equipment, or resources to conduct repairs or preventative maintenance in the heavy equipment category. A vehicle in the heavy and specialized equipment category requires specialized mechanic technicians and equipment or requires repairs that can only be performed by a factory authorized vendor.
The contract management is coordinated by the Department of Real Estate and Asset Management, Central Maintenance Fleet Division.
Project Implications: The approval of this statewide contract will address all outstanding vehicle and road equipment maintenance issue and provide cost-effective vehicle administration and maintenance management services through a comprehensive network of commercial maintenance repair.
Community Issues/Concerns: None of which the Department is aware.
Department Issues/Concerns: If this statewide contract is not approved, there will be no repairs performed by factory authorized vendors for heavy/specialty vehicles and road equipment.
Contract Modification: This is a new request.
Contract & Compliance Information (Provide Contractor and Subcontractor details.)
N/A
Exhibits Attached (Provide copies of originals, number exhibits consecutively, and label all exhibits in the upper right corner.)
Exhibit 1: SWC90816
Exhibit 2: SWC Benefits Sheet
Exhibit 3: Contractor Performance Report
Exhibit 4: Justification Form of Use of Statewide Contract
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: |
$755,000.00 |
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TOTAL: |
$755,000.00 |
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:
700-520-5223-1710: General, Real Estate and Asset Management, Garage Parts- $532,500.00 “Subject to availability of funding adopted for FY2024 by BOC”
Funding Line 2:
203-540-5482-1160: Water & Sewer R&E, Public Works, Professional Services $222,500.00 “Subject to availability of funding adopted for FY2024 by BOC”
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Key Contract Terms |
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Start Date: 1/1/2024 |
End Date: 12/31/2024 |
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Cost Adjustment: |
Renewal/Extension Terms: N/A |
Overall Contractor Performance Rating: n/a
Would you select/recommend this vendor again?
Yes
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Report Period Start: |
Report Period End: |
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N/A |
N/A |