Department
Real Estate and Asset Management
Requested Action
title
Request approval to renew existing contracts - Department of Real Estate and Asset Management, 22ITBC132961C-MH, HVAC Equipment and Parts in the total amount of $90,000.00 with (A) F. M. Shelton, Inc. (Atlanta, GA) in the amount of $55,800.00; and (B) H D Supply Facilities Maintenance LTD FKA Home Depot Pro (Jacksonville, FL) in the amount of $34,200.00, to provide HVAC equipment and parts on an “as needed” basis for Fulton County facilities. This action exercises the second of two renewal options. No renewal options remain. Effective dates: January 1, 2024, through December 31, 2024. (APPROVED UPON ADOPTION OF THE CONSENT AGENDA)
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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, 60 days if the contract term is six (6) months or less.
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 HVAC manufacturer equipment and replacement parts on an as needed basis
Scope of Work: . The contracts provide support for the Department of Real Estate and Asset Management heating and air conditioning staff to perform required maintenance, diagnostic testing, and repairs on approximately 1,000 existing air conditioning systems ranging from 10,000 to 25,000 BTUs throughout the County. The Department receives an average of 2,000 HVAC work orders per year for maintenance related issues.
Community Impact: None of which the Department is aware.
Department Recommendation: The Department of Real Estate and Asset Management recommends approval. The requested spending authority in the total amount of $90,000.00 is an increase of $9,500.00 over 2023. The increase in requested authority is due to an anticipated increase in the volume of repair work performed requiring parts/materials provided by the vendors under this contract. The combination of aging capital HVAC equipment throughout the County and atypical temperatures experienced in both the Summer and Winter result in increased equipment failures.
Project Implications: These contracts provide all the necessary HVAC equipment and parts needed to support the in-house HVAC maintenance staff.
Community Issues/Concerns: None of which the Department is aware.
Department Issues/Concerns: These contracts provide all the necessary HVAC equipment and parts needed to support the in-house HVAC maintenance staff for county-wide services.
Contract Modification
(A) F.M. Shelton, Inc.
|
Current Contract History |
BOC Item |
Date |
Dollar Amount |
|
Original Contract Amount |
22-0244 |
4/13/22 |
$43,750.00 |
|
1st Renewal |
22-0708 |
10/5/22 |
$50,312.50 |
|
Increase Spending Authority |
23-4155 |
10/18/23 |
$3,750.00 |
|
2nd Renewal |
|
|
$55,800.00 |
|
Total Revised Amount |
|
|
$153,612.50 |
(B) H D Supply
|
Current Contract History |
BOC Item |
Date |
Dollar Amount |
|
Original Contract Amount |
22-0244 |
4/13/22 |
$26,250.00 |
|
1st Renewal |
22-0708 |
10/5/22 |
$30,187.50 |
|
Increase Spending Authority |
23-4155 |
10/18/23 |
$3,750.00 |
|
2nd Renewal |
|
|
$34,200.00 |
|
Total Revised Amount |
|
|
$94,387.50 |
Contract & Compliance Information (Provide Contractor and Subcontractor details.)
Total Contract Value: $90,000.00
(A)
Contract Value: $55,800.00
Prime Vendor: F.M. Shelton, Inc.
Prime Status: African American Female Business Enterprise
Location: Atlanta, GA
County: Fulton County
Prime Value: $55,800.00 or 100.00%
Subcontractor: None
Total Contract Value: $55,800.00 or 100.00%
Total Certified Value: $55,800.00 or 100.00%
(B)
Contract Value: $34,200.00
Prime Vendor: HD Supply Facilities Maintenance, LTD FKA Home Depot Pro
Prime Status: Non-Minority
Location: Jacksonville, FL
County: Duval County
Prime Value: $34,200.00 or 100.00%
Subcontractor: None
Total Contract Value: $34,200.00 or 100.00%
Total Certified Value: $0.00 or 0.00%
Grand Contract Value: $90,000.00 or 100.00%
Grand Certified Value: $55,800.00 or 62.00%
Exhibits Attached
Exhibit 1: Contract Renewal Agreements
Exhibit 2: Contractor’s Performance Reports
Exhibit 3: Contract Renewal Evaluation Form
Contact Information
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
|
Original Approved Amount: |
$70,000.00 |
|
Previous Adjustments: |
$88,000.00 |
|
This Request: |
$90,000.00 |
|
TOTAL: |
$248,000.00 |
Grant Information Summary
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Amount Requested: |
|
☐ |
Cash |
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Match Required: |
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☐ |
In-Kind |
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Start Date: |
|
☐ |
Approval to Award |
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End Date: |
|
☐ |
Apply & Accept |
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Match Account $: |
|
|
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Fiscal Impact / Funding Source
Funding Line 1:
100-520-5222-1450: General, Real Estate and Asset Management, Maintenance Supplies - $90,000 “Subject to availability of funding adopted for FY2024 by BOC”
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Key Contract Terms |
|
Start Date: 1/1/2024 |
End Date: 12/31/2024 |
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Cost Adjustment: |
Renewal/Extension Terms: 0 renewal options remains |
Overall Contractor Performance Rating:
(A) F. M. Shelton 97
(B) HD Supply 100
Would you select/recommend this vendor again?
Yes
|
Report Period Start: |
Report Period End: |
|
4/1/2023 |
6/30/2023 |