Department
Real Estate and Asset Management
Requested Action (Identify appropriate Action or Motion, purpose, cost, timeframe, etc.)
title
Request approval to close out a contract - Department of Real Estate and Asset Management, 19ITB121190C-GS, Medical and Clinical General Cleaning Services in an amount not to exceed $19,526.65 with Olde Maid Services (Columbia, SC) for final payment for services rendered in May 2023 for medical and clinical general cleaning services for selected Fulton County Health facilities: Adamsville Regional Health Center; Center for Rehabilitation; Fulton County Public Health at 10 Park Place; Oakhill Child, Adolescent and Family Center; and College Park Regional Health Center. Effective upon BOC approval. (APPROVED UPON ADOPTION OF THE CONSENT AGENDA)
body
Requirement for Board Action (Cite specific Board policy, statute or code requirement)
In accordance with Purchasing Code Section 102-416(g), the purpose of the closeout process is to verify that both parties to the contract have fulfilled their contractual obligations and that there are no responsibilities remaining. A contract is completed when all goods and services have been received and accepted; all reports have been delivered and accepted; all administrative actions have been accomplished; all county furnished equipment and material has been returned; and final payment has been made to the contractor.
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 to close out a contract to allow the final payment to Olde Maid for services rendered in May 2023 for contract close out for medical and clinical general cleaning services for selected Fulton County Health facilities: Adamsville Regional Health Center; Center for Rehabilitation; Fulton County Public Health at 10 Park Place; Oakhill Child, Adolescent and Family Center; and College Park Regional Health Center.
Scope of Work: This contract furnishes all materials, labor, equipment, and appurtenances necessary to provide the highest quality medical and clinical general cleaning services at these selected Fulton County Health facilities:
1. Adamsville Regional Health Center with a total cleanable sq. ft. of 25,200
2. Center for Rehabilitation with a total cleanable sq. ft. of 44,520
3. Fulton County Public Health at 10 Park Place with a total cleanable sq. ft. of 40,221
4. Oakhill Child, Adolescent and Family Center with a total cleanable sq. ft. of 30,576
5. College Park Regional Health Center with a total cleanable sq. ft. of 35,280
On May 16, 2022, The Department of Real Estate and Asset Management (DREAM) submitted ITB documents to Purchasing and Contract Compliance Department (Purchasing) for a new solicitation process. Purchasing advertised #22ITB134819C-GS on June 1, 2022 with a due date of June 30, 2022. DREAM received seven (7) bid responses to the solicitation and submitted the departmental recommendation for approval. The Chief Purchasing Agent advised that, due to the significant cost disparity amongst the bids, DREAM should cancel the pending approval request and re-bid the contract with more specific verbiage regarding recommended industry pricing according to the Building Owners and Managers Association’s Experience Exchange report.
Accordingly, DREAM revised the Scope of Work and the Bid Form to add the following language “BOMA (Building Owners and Managers Association) Experience Exchange Report and Regional Market Analysis to determine a reasonable price range per square foot for these services.”
DREAM submitted new ITB documents on December 21, 2022 for re-bid, and on January 18, 2023, #23ITB136993C-GS was advertised with due date of February 21, 2023.
On January 3, 2023, DREAM submitted a memo to Purchasing requesting approval of 90-Day Extension #19ITB121190C-GS, Medical and Clinical General Cleaning Services, in the amount of $86,541.00 with Olde Maid Services (Columbia, SC) effective January 1, 2023, through March 31, 2023 in order to complete the procurement process. The extension was authorized pursuant to Fulton County Purchasing Code Section 102-364(e) which authorizes the Chief Purchasing Agent to extend a contract up to 90 days after the initial date of expiration under the contract.
DREAM received a total of 11 bid responses to the solicitation #23ITB136993C-GS for evaluation /recommendation process from Purchasing on February 28, 2023. DREAM submitted their recommendation for award into Legistar for BOC Approval at the April 19th BOC Recess Agenda Meeting.
On April 3, 2023, DREAM submitted a Change Order No. 1 to the Purchasing for approval for an additional 30-Day extension with Olde Maid in the amount of $28,847.00, to continue to provide janitorial services for medical facilities until the new contract was awarded and executed. Effective dates: April 1, 2023 through April 30, 2023.
On May 3, 2023, the BOC approved the new contract #23ITB136993C-GS with Intercontinental Commercial Services, Inc., as the lowest responsible bidder, BOC Item #23-0309, in the amount not to exceed $330,218.00.
This request is for final payment for services rendered in May 2023 by Olde Maid until the new contract was executed and the services transitioned to the new contractor.
Community Impact: The overall community impact is to provide clean and sanitary facilities for the selected health facilities.
Department Recommendation: The Department of Real Estate and Asset Management recommends approval of close out a contract to allow the final payment to Olde Maid for services rendered in May 2023 for medical and clinical general cleaning services for the selected Fulton County Health facilities.
Project Implications: This contract is 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 of which the Department is aware.
Department Issues/Concerns: If this contract close out is not approved, the Department will not be able to pay final invoice for the month of May 2023 for medical and clinical cleaning services for selected County health facilities.
Contract Modification
|
Current Contract History |
BOC Item |
Date |
Dollar Amount |
|
Original Award Amount |
19-1138 |
12/18/19 |
$346,160.00 |
|
1st Renewal |
20-0739 |
10/21/20 |
$346,160.00 |
|
2nd Renewal |
21-0813 |
10/20/21 |
$346,160.00 |
|
90-Day Extension |
N/A |
1/3/23 |
$86,541.00 |
|
Change Order No. 1 |
N/A |
4/3/23 |
$28,847.00 |
|
Contract Close-Out |
|
|
$19,526.65 |
|
Total Revised Amount |
|
|
$1,173,394.65 |
Contract & Compliance Information (Provide Contractor and Subcontractor details.)
Contract Value: $19,526.65
Prime Vendor: Olde Maid Services
Prime Status: African American Female Business Enterprise
Location: Columbia, SC
County: Richland County
Prime Value: $19,526.65 or 100.00%
Total Contract Value: $19,526.65 or 100.00%
Total Certified Value: $19,526.65 or 100.00%
Exhibits Attached (Provide copies of originals, number exhibits consecutively, and label all exhibits in the upper right corner.)
Exhibit 1: Amendment No. 1 To Form of Contract
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: |
$346,160.00 |
|
Previous Adjustments: |
$807,708.00 |
|
This Request: |
$19,526.65 |
|
TOTAL: |
$1,173,394.65 |
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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|
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Fiscal Impact / Funding Source
Funding Line 1:
100-520-5212-1176: General, Real Estate and Asset Management, Cleaning Services- $19,526.65
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Key Contract Terms |
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Start Date: N/A |
End Date: N/A |
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Cost Adjustment: |
Renewal/Extension Terms: |
Overall Contractor Performance Rating: N/A
Would you select/recommend this vendor again?
No
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Report Period Start: |
Report Period End: |
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N/A |
N/A |