Department
Real Estate and Asset Management
Requested Action (Identify appropriate Action or Motion, purpose, cost, timeframe, etc.)
title
Request approval of lowest responsible bidders - Department of Real Estate and Asset Management, 21ITB131067C-GS, On-Site Door Repair and Overhead Door Preventive and Predictive Maintenance Countywide in the total amount of $215,000.00 with (A) Overhead Door Company of Atlanta, dba D.H. Pace Company, Inc., (Atlanta, GA) in the amount of $170,000.00; and (B) Piedmont Door Automation, dba Piedmont Door Solutions (Dawsonville, GA) in the amount of $45,000.00, to provide on-site door repair and preventive and predictive maintenance services Countywide. Effective dates: January 1, 2022, through December 31, 2022, 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 $49,999.99 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 of lowest bidders to provide On-Site Door Repair and Overhead Door Preventive and Predictive Maintenance Countywide for Fulton County for FY2022.
Scope of Work: These contractors will furnish all materials, labor, tools, equipment and appurtenances necessary to provide on-site door repair and preventive and predictive maintenance services Countywide. The scope of work includes inspection and repair of doors and mountings, wind locks, guides, weather stripping, counterbalance and to inspect all pivot points, hinges latches, center roller supports and maintenance repair and replacement on a case-by case basis. Preventive and/or Predictive Maintenance (PM) checks includes, but is not limited to:
• Visual and Audible Inspection
• Operations Check
• Roll-Up doors: Manual and Power Operated
• Swing Doors, ADA equipped Doors and Main Entrance
• Gates with Secured Access
• Fire doors and Fire Curtains
• Maintenance Services on Electromagnetic Devices when Necessary
• Repair and Replacement on Case-by-Case Basis
Community Impact: This contract impacts the community in having the ability to provide on-site doors repairs and maintenance services on Countywide facilities.
Department Recommendation: The Department of Real Estate and Asset Management recommends approval.
Procedure for Recommendation for Basis of Award:
The recommendation was based on the bidders’ costs with given quantities for each Fulton County facility for fixed pricing for preventive semi-annual and annual service maintenance services,to include estimated hourly labor rates during normal & weekends/holidays for on-call services, and truck charges. Combining all line item numbers #1 through #64 for semi and annual services and labor costs and truck charges line items #66 - #68 to receive a Total Base Bid Amount to determine the lowest responsible and responsive bidder(s) to provide Countywide On-Site Door Repair and Overhead Door Preventive and Predictive Maintenance Services for Fulton County.
Evaluation Process:
The County received and evaluated two (2) bid responses to the solicitation. Piedmont Doors Automation, the apparent low bidder with a total base bid amount of $70,520.00 was not considered as the overall lowest responsible bidder because they did not submit a pricing on 12 out of 64 total Line Items (#10, #11, #32, #34, #35, #37, #38, #t41, #42, #43, #52, & #60). This was because they do not maintain or repair roll up doors (types “C”) or any sliding gates entrances used for vehicular traffic (types “D”), which are located at 9 locations (#2, #3, #6, #8, #9, #12, #14, #15, & #44). Piedmont Doors provided costs for the type of doors they are equipped to maintain/ or repair.
Having multiple contractors will provide the County with maximum flexibility and sufficient manpower resources in order to respond to the scope and complexity of service needs for a county of this size.
These are time and materials contracts. The requested spending authority in the total amount of $215,000 will cover the costs for repair/or replacement of components and hourly labor services for FY2022.
Historical Expenditures:
• FY2021: Actual expenditures allocated as of 10/12/2021, $163,942.00 (not counting
the additional $179,222.00 is allocated for BOC approval TMP-1426 for spending
authority to cover the cost for replacement of revolving doors and fire doors at the
Justice Center Tower)
• FY2020: The County spent $183,965.00
• FY2019: The County spent $346,835.42
Project Implications: These contracts ensure safety and security of employees and citizens. In many cases structural integrity of facilities will be compromised leading to vandalism and theft in County- owned facilities. Not having a professional contractor could also result in the County's failure to comply with Federal ADA requirements.
Community Issues/Concerns: None of which that the Department is aware.
Department Issues/Concerns: If these contracts are not approved, the Department’s ability to address the needs for on-site door repair and preventive and predictive maintenance services, with its limited in-house staff, will suffer when specialized trained technicians and equipment are not available.
Contract Modification: This is new procurement.
Contract & Compliance Information (Provide Contractor and Subcontractor details.)
Total Contract Value: $215,000.00
Contract Value: $170,000.00
Prime Vendor: Overhead Door Company of Atlanta dba D.H. Pace Co.
Prime Status: Non-Minority
Location: Atlanta, GA
County: Fulton County
Prime Value: $170,000.00 or 100.00
Total Contract Value: $170,000.00 or 100.00%
Total M/FBE Value: $-0-
Contract Value: $45,000.00
Prime Vendor: Piedmont Door Automation dba Piedmont Door Solution
Prime Status: Non-Minority
Location: Dawsonville, GA
County: Dawson County
Prime Value: $45,000.00 or 100.00%
Total Contract Value: $45,000.00 or 100.00%
Total M/FBE Value: $-0-
Grand Contract Value: $215,000.00 or 100.00%
Grand MFBE Value: $-0-
Exhibits Attached (Provide copies of originals, number exhibits consecutively, and label all exhibits in the upper right corner.)
Exhibit 1: Bid Tabulation Sheet
Exhibit 2: Contractor Performance Reports
Exhibit 3: Department Recommendation Memo
Contact Information (Type Name, Title, Agency and Phone)
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Joseph N Davis, Director, Department of Real Estate and Asset Management, (404) 612-3772
Contract Attached
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No
Previous Contracts
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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: |
$215,000.00 |
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TOTAL: |
$215,000.00 |
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:
100-520-5220-1116: General, Real Estate and Asset Management, Building Maintenance- $115, 000 “Pending approval of the FY 2022 Budget by the BOC”
Funding Line 2:
100-520-5221-1116: General, Real Estate and Asset Management, Building Maintenance- $100,000 “Pending approval of the FY 2022 Budget by the BOC”
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Key Contract Terms |
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Start Date: 1/1/2022 |
End Date: 12/31/2022 |
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Cost Adjustment: Click here to enter text. |
Renewal/Extension Terms: Two one-year renewal options |
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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1/1/2022 |
12/31/2022 |