Department
Real Estate and Asset Management
Requested Action
title
Request approval to renew existing contracts - Department of Real Estate and Asset Management, 25ITB1315442C-JNJ, Preventive and Predictive Maintenance Services for Chillers in the total amount not to exceed $1,200,000.00 with (A) Daikin Applied Americas Inc. (Minneapolis, MN) in an amount not to exceed $400,000.00; (B) Mechanical Services, Inc. (Marietta, GA) in an amount not to exceed $400,000.00; and (C) Mallory & Evans (Scottdale, GA) in an amount not to exceed $400,000.00, to provide standby on-site preventive and predictive maintenance services for chillers on an “as needed” basis for all 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.
body
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: These contracts furnish all materials, labor, tools, equipment, parts, and appurtenances necessary to provide standby on-site preventive and predictive maintenance services for chillers on an “as needed” basis for Countywide facilities for FY2026.
Scope of Work: The scope of work includes but not limited to:
(A) Annual Task Requirements for Chillers:
1. General Maintenance (equipment testing)
2. Lube System (analysis of the oil & disposing waste in compliance with EPA/OSHA)
3. Purge System (Shutdown/start up services)
4. Controls (check and calibrate operation)
5. Electrical Systems
6. Condenser and Evaporator Tubes
7. Cooling Tower
(B) Reports:
1. Final survey and inspection reports on chillers and cooling towers
2. System evaluation
(C) Infrequent Maintenance Requirements:
1. Refrigerant analysis
2. Replacing oil
3. Eddy current analysis of evaporator and condenser tube bundles
4. Vibration analysis and infrared testing
(D) Repairs:
1. Obtain approval from DREAM HVAC Maintenance Team before proceeding on repairs
Community Impact: These contracts have direct impact. Maintaining chillers in a working condition ensures proper air quality and temperature in all County buildings visited by the public.
Department Recommendation: The Department of Real Estate and Asset Management recommends approval.
These are time and material contracts. The requested spending authority in the total amount of $1,200,000.00 for FY2026 will cover the costs for any situation that may arise for replacement of parts/components and laboring for maintenance repairs services rendered. The manufacturers’ specified OEM replacement parts/components on array types of chiller and cooling tower systems with sizes varying from 20 to 880 tons capacity throughout Fulton County.
Project Implications: These contracts prevent major shutdowns of mechanical system chillers and cooling towers. These contracts also provide for annual system maintenance and selective infrequent services to include equipment testing, system evaluation, shutdown/start-up services, and certification reporting for the equipment.
Community Issues/Concerns: These contracts ensure the County is able to address critical preventive and corrective chiller maintenance, resulting in continuity of operations across the County due to minimized equipment downtime.
Department Issues/Concerns: If these renewal contracts are not approved, the Department’s inability to provide on-site preventive and predictive maintenance and repair services of chillers will result in deferred maintenance and increased incidence of equipment failure.
Contract Modification
(A)Daikin Applied Americas, Inc.
|
Current Contract History |
BOC Item |
Date |
Dollar Amount |
|
Original Award Amount |
25-0350 |
5/7/25 |
$400,000.00 |
|
1st Renewal |
|
|
$400,000.00 |
|
Total Revised Amount |
|
|
$800,000.00 |
(B)Mechanical Services, Inc.
|
Current Contract History |
BOC Item |
Date |
Dollar Amount |
|
Original Award Amount |
25-0350 |
5/7/25 |
$400,000.00 |
|
1st Renewal |
|
|
$400,000.00 |
|
Total Revised Amount |
|
|
$800,000.00 |
(C)Mallory & Evans
|
Current Contract History |
BOC Item |
Date |
Dollar Amount |
|
Original Award Amount |
25-0350 |
5/7/25 |
$400,000.00 |
|
1st Renewal |
|
|
$400,000.00 |
|
Total Revised Amount |
|
|
$800,000.00 |
Contract & Compliance Information (Provide Contractor and Subcontractor details.)
Contract Value: $1,200,000.00
(A)
Contract Value: $400,000.00
Prime Vendor: Daikin Applied
Prime Status: Non-Minority
Location: Marietta, GA
County: Cobb County
Prime Value: $400,000.00 or 100.00%
Total Contract Value: $400,000.00 or 100.00%
Total Certified Value: $ -0-
(B)
Contract Value: $400,000.00
Prime Vendor: Mechanical Services, Inc.
Prime Status: White Female Business Enterprise
Location: Hapeville, GA
County: Fulton County
Prime Value: $400,000.00 or 100.00%
Total Contract Value: $400,000.00 or 100.00%
Total Certified Value: $-0-
(C)
Contract Value: $400,000.00
Prime Vendor: Mallory & Evans
Prime Status: Non-Minority
Location: Scottdale, GA
County: DeKalb County
Prime Value: $382,000.00 or 95.50%
Subcontractor: Central Electrical Systems, Inc
Subcontractor Status: Non-Minority
Location: Rome, GA
County: Floyd County
Subcontractor Value: $18,000.00 or 4.5%
Total Contract Value: $400,000.0 or 100.00%
Total Certified Value: $ -0-
Grand Contract Value: $1,200,000.00 or 100.00%
Grand Certified Value: $400,000.00 or 33.33%
Exhibits Attached
Exhibit 1: Contract Renewal Agreements
Exhibit 2: Performance Evaluations
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
|
Original Approved Amount: |
$1,200,000.00 |
|
Previous Adjustments: |
$0.00 |
|
This Request: |
$1,200,000.00 |
|
TOTAL: |
$1,200,000.00 |
Fiscal Impact / Funding Source
Funding Line 1:
100-520-5225-1116: General, Real Estate and Asset Management, Building Maintenance- $1,200,000,00, and subject to availability of capital funding allocation for FY2026.
|
Key Contract Terms |
|
Start Date:
1/1/2026 |
End Date:
12/31/2026 |
|
Cost Adjustment:
|
Renewal/Extension Terms:
One renewal option remains |
Overall Contractor Performance Rating:
Daikin Applied 79
Mechanical Services, Inc 97
Mallory & Evans 85
Would you select/recommend this vendor again?
Yes
|
Report Period Start: |
Report Period End: |
|
4/1/2025 |
6/30/2025 |