Department
Choose a Department.
Requested Action
title
Request approval to renew an existing contract - Department of Real Estate and Asset Management, 25ITBC1368307C-JNJ, HVAC Equipment and Parts in an amount not to exceed $140,000.00 with Shelton Supply dba F. M. Shelton, Inc. (Atlanta, GA), 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, 2027, through December 31, 2027.
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 |
x |
|
District 1 |
|
|
District 2 |
|
|
District 3 |
|
|
District 4 |
|
|
District 5 |
|
|
District 6 |
|
Is this a purchasing item?
Yes
Summary & Background: On July 15, 2026, the BOC approved to increase spending authority in the total amount not to exceed $30,000.00 with Shelton Supply, dba F. M. Shelton, Inc., to cover the costs to purchase additional HVAC parts and related equipment to maintain a sufficient level of parts on hand for maintenance/repairs required to keep the County’s HVAC systems online and with minimal downtime for the remainder of FY2026.
These HVAC parts and related items are necessary components for HVAC maintenance and repair operations on County facilities. The requested total spending authority in the total amount of $140,000.00 is sufficient to cover the costs associated with additional facilities that will be maintained by in FY 2027 such as the ARFF, Public Safety Training Center, 475 Fairburn Rd, and 4700 Northpoint Pkwy. Additionally, imposed tariffs have resulted in increased cost of HVAC parts and supplies.
Scope of Work: This contract provides HVAC manufacturer equipment and replacement parts on an as needed basis. The contract provides support for the Department of Real Estate and Asset Management heating and air conditioning staff to perform required maintenance, diagnostic testing, and repairs for 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: Ensures continuous operation of HVAC systems throughout County facilities so that service delivery disruption is minimized.
Department Recommendation: The Department of Real Estate and Asset Management recommends approval.
Project Implications: This contract provides all the necessary HVAC equipment and parts needed to support the in-house HVAC maintenance staff and allows the necessary flexibility for purchasing additional HVAC equipment and parts when needed.
Community Issues/Concerns: None that the Department is aware.
Department Issues/Concerns: If this renewal contract is not approved, the Department will not have the ability to purchase HVAC equipment and parts and will not be able to facilitate minor HVAC repairs with in-house HVAC maintenance staff.
Contract Modification
|
Current Contract History |
BOC Item |
Date |
Dollar Amount |
|
Original Award Amount |
102-369 |
6/1/25 |
$100,000.00 |
|
1st Renewal |
25-0664 |
9/17/25 |
$110,000.00 |
|
Increase Spending Authority No. 1 |
26-0402 |
7/15/26 |
$30,000.00 |
|
2ND Renewal |
|
|
$140,000.00 |
|
Total Revised Amount |
|
|
$380,000.00 |
Contract & Compliance Information
Contract Value: $110,000.00
Prime Vendor: Shelton Supply dba F. M. Shelton, Inc.
Prime Status: African American Female Business Enterprise
Location: Atlanta, GA
County: Fulton County
Prime Value: $140,000.00 or 100.00%
Total Contract Value: $140,000.00 or 100.00%
Total Certified Value: $140,000.00 or 100.00%
Exhibits Attached
Exhibit 1: Contract Renewal Agreement
Exhibit 2: Performance Evaluation
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: |
$100,000.00 |
|
Previous Adjustments: |
$140,000.00 |
|
This Request: |
$140,000.00 |
|
TOTAL: |
$380,000.00 |
Fiscal Impact / Funding Source
Funding Line 1:
100-520-5222-1450: General, Real Estate and Asset Management, Maintenance Supplies- $140,000.00 “Subject to availability of funding adopted for FY2027 by BOC”
|
Key Contract Terms |
|
Start Date: 1/1/2027 |
End Date: 12/31/2027 |
|
Cost Adjustment: |
Renewal/Extension Terms: No renewal options remain |
Overall Contractor Performance Rating:76
Would you select/recommend this vendor again?
Yes
|
Report Period Start: |
Report Period End: |
|
12/1/2025 |
2/28/2026 |