Requested Action (Identify appropriate Action or Motion, purpose, cost, timeframe, etc.)
title
Request approval to extend existing contracts - Department of Real Estate and Asset Management, 17ITB109620C-BKJ, Janitorial Services for Selected Fulton County Facilities (Groups C, D & G) in the total amount of $148,043 with (A) Diversified Maintenance-RWS, LLC(Birmingham, AL) in the amount of $111,110; and (B) A-Action Janitorial Service, Inc. (Lithonia, GA) in the amount of $36,933 to continue to provide janitorial services for selected Fulton County facilities for two (2) additional months. Effective dates: March 1, 2021 through April 30, 2021.
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Requirement for Board Action (Cite specific Board policy, statute or code requirement)
In accordance with Purchasing Code Section 102-420, contract modifications within the scope of the contract & necessary for contract completion of the contract, in the specifications, services, time of performance or terms and conditions of the contract 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 (First sentence includes Agency recommendation. Provide an executive summary of the action that gives an overview of the relevant details for the item.)
Scope of Work: To provide general cleaning for selected Fulton County facilities for the Department of Real Estate and Asset Management (DREAM). Janitorial contractors shall furnish all materials, labor, 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: Diversified Maintenance-RWS, LLC - Group C: (Central Libraries) Consists of 5 facilities (Central, Auburn, Martin Luther King, Peachtree, and Mechanicsville Libraries); with a total of 323,852 cleanable sq. ft.; and Group G: (North Senior Centers) - Consists of 5 facilities (HG Darnell, North Fulton, DC Benson, Dogwood and New Horizons) with a total of 74,002 cleanable sq. ft. and (Central Senior Centers) which consist of two (2) facilities (Edgewood and Helene S. Mills) with a total of 30,093 cleanable sq. ft. A-Action Janitorial - Group D: (North Fulton Libraries) - Consists of 15 facilities (Alpharetta, Milton, Buckhead, Dogwood, East Atlanta, Kirkwood, Northeast Regional, Northside, Adamsville/Collier heights, Ponce de Leon, Roswell Branch, Sandy Springs, Fulton Library at Ocee, Northwest Atlanta, and East Roswell Libraries) with a total of 225,198 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 to extend existing contracts to continue to provide janitorial services for the selected Fulton County facilities, which consists of: Groups C: (Central Libraries); D (North Fulton Libraries) and G: (North Senior Centers) and (Central Senior Centers) for two (2) additional months from March 1, 2021 through April 30, 2021. The BOC approved the 1st extension on December 2, 2020, as Item #20-0871 for two months from January 1, 2021 through February 28, 2021, to ensure continued janitorial services until the new contract is executed for FY2021. This second request to extend for a two additional months, effective March 1, 2021 through April 30, 2021, will allow more time to complete the ITB solicitation, evaluation of bid responses, BOC recommendation approval, and contract execution process for new contracts for Groups C, D and G. The existing contracts under #17ITB109620C-BKJ will expire on February 28, 2021. The ITB solicitation documents are currently in the Purchasing Department for final review for a new ITB solicitation process. We anticipate new contracts to begin May 1, 2021.
Historical Expenditures: FY2020: The County expenditure as of 12/31/2020, $550,631.20 FY2019: The County spent $750,724.16 FY2018: The County spent $893,367.00 FY2017: The County spent $758,401.63
Project Implications: These contracts are designed to provide and maintain sustainable clean and sanitary County facilities. The effective cleaning program is a critical component to keeping a healthy and productive environment.
Community Issues/Concerns: None that the Department is aware of.
Department Issues/Concerns: If these contract extensions are not approved, the Department will not be able to provide janitorial services for selected County facilities.
Contract Modification
(A) Diversified Maintenance-RWS, LLC
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Current Contract History |
BOC Item |
Date |
Dollar Amount |
|
Original Award Amount |
17-1074 |
12/20/17 |
$316,299.30 |
|
1st Renewal |
18-0877 |
11/14/18 |
$323,800.00 |
|
Amendment No. 1 |
19-0064 |
1/23/19 |
$350,000.00 |
|
2nd Renewal |
19-1143 |
12/18/19 |
$683,540.36 |
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Contract Extension No. 1 |
20-0871 |
12/2/20 |
$111,110.00 |
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Contract Extension No. 2 |
|
|
$111,110.00 |
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Total Revised Amount |
|
|
$1,896,333.66 |
(B) A-Action Janitorial Service, Inc.
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Current Contract History |
BOC Item |
Date |
Dollar Amount |
|
Original Award Amount |
17-1074 |
12/20/17 |
$226,594.40 |
|
1st Renewal |
18-0877 |
11/14/18 |
$226,595.00 |
|
2nd Renewal |
19-1143 |
12/18/19 |
$222,595.00 |
|
Contract Extension No. 1 |
20-0871 |
12/2/20 |
$36,933.00 |
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Contract Extension No. 2 |
|
|
$36,933.00 |
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Total Revised Amount |
|
|
$749,650.40 |
Contract & Compliance Information (Provide Contractor and Subcontractor details.)
Total Contract Value: $148,043.00
(A)
Contract Value: $111,110.00
Prime Vendor: Diversified maintenance-RWS, LLC
Prime Status: Non-Minority
Location: Birmingham, AL
County: Jefferson County
Prime Value: $111,110.00 or 100.00%
Subcontractor: None
Total Contract Value: $111,110.00 or 100.00%
Total M/FBE Value: $-0-
(B)
Contract Value: $36,933.00
Prime Vendor: A-Action Janitorial Service Inc.
Prime Status: African American Female Business Enterprise- Certified
Location: Lithonia, GA
County: Dekalb County
Prime Value: $36,933.00 or 100.00%
Subcontractor: None
Total Contract Value: $36,933.00or 100.00%
Total M/FBE Value: $36,933.00 or 100.00%
Grand Contract Value: $148,043.00 or 100.00%
Grand M/FBE Value: $36,933.00 or 24.95%
Exhibits Attached (Provide copies of originals, number exhibits consecutively, and label all exhibits in the upper right corner.)
Exhibit 1: Extension No. 2 to Form of Contracts
Exhibit 2: Contractor Performance Reports
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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Yes
Previous Contracts
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Yes
Total Contract Value
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Original Approved Amount: |
$898,367.00 |
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Previous Adjustments: |
$1,955,147.36 |
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This Request: |
$148,043.00 |
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TOTAL: |
$2,996,457.36 |
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:
100-520-5221-1176: General, Real Estate and Asset Management, Cleaning Services-$148,043.00
Funding Line 2:
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Funding Line 3:
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Funding Line 4:
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Funding Line 5:
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Key Contract Terms |
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Start Date: 3/1/2021 |
End Date: 4/30/2021 |
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Cost Adjustment: Click here to enter text. |
Renewal/Extension Terms: Two (2) month extension |
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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1/1/2021 |
4/30/2021 |