Department
Real Estate and Asset Management
Requested Action (Identify appropriate Action or Motion, purpose, cost, timeframe, etc.)
title
Request approval of the lowest responsible bidder - Department of Real Estate and Asset Management, Bid#21ITB130203C-MH, Mail Services Operation in the amount of $294,800.00 with Moore Partners, Inc. dba More Business Solutions (Peachtree Corners, GA), to provide mail 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 Provide mail services countywide.
Scope of Work: The contract provides operational management mail services for Fulton County agencies which includes all mail equipment, trained management, equipment maintenance and personnel under the direction of the Department of Real Estate and Asset Management.
The Scope of Work consists of:
• Pick-up and delivery services for approximately 28 remote locations with inter-office mail.
• USPS mail by metered mailing and management services for domestic express mail and Package deliveries.
• Pre-sort mailing services.
• Provide user Departments/agencies monthly reports detailing their operating costs associated with mail services for volume and pickup, deliveries and courier services.
Community Impact: This contract has limited community impact.
Department Recommendation: The Department of Real Estate and Asset Management recommends approval of the lowest, responsible and responsive bidder to provide operational management mail services for Fulton County agencies for fiscal year 2022, which includes all equipment, trained management, equipment maintenance, personnel, pick-up and delivery services with inter-office mail, USPS mail by metered mailing and management services for domestic express mail & package deliveries.
The recommendation was based on the bidders’ calculations of a monthly base management fee which consists of: inter-office mail delivery, pre-sort mailing services for processing based upon volume of number of pieces, internal & external couriers, bulk mailing, handling fees, and with the addition of processing e-certified envelopes per pieces. The total base bid amount is the total management fee cost that is a recurring monthly compensation x 12 (Annual Total Cost).
The Department received and evaluated one (1) bid response to the solicitation. More Business Solutions, submitted the only responsible and responsive bid to provide mail services operation for Fulton County agencies for FY2022 with a total base bid amount of $294,800.00.
More Business Solutions have the current contract with Fulton County and has performed very good and highly competent as a mail operation contractor as stated in their performance report.
Historical Expenditures:
• FY2021: The County expenditure as of 6/23/2021, $106,208.60
• FY2020: The County spent $303,456.00
• FY2019: The County spent $289,003.00
• FY2018: The County spent $318,158.09
Project Implications: This service is critical as it services approximately 28 remote locations for pick-up and delivery services, which, without it, would require mail equipment at each of these sites.
Community Issues/Concerns: None that the Department is aware of.
Department Issues/Concerns: If this contract is not approved, the County will need to provide mail services to approximately 28 remote locations and employ personnel to handle inter-office mail services, delivery of mail to USPS on a daily basis, as well as the processing of presort mailing services.
Contract Modification this is a new procurement.
Contract & Compliance Information (Provide Contractor and Subcontractor details.)
Contract Value: $294,800.00
Prime Vendor: Moore Partners, Inc. dba Moore Business Solutions
Prime Status: White Female Business Enterprise-Certified
Location: Peachtree Corner, GA
County: Gwinnett County
Prime Value: $294,800.00 or 100.00%
Total Contract Value: $294,800.00 or 100.00%
Total M/FBE Value: $294,800.00 or 100.00%
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’s Performance Report
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: |
$294,800.00 |
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TOTAL: |
$294,800.00 |
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:
700-520-5201-1711: General, Real Estate and Asset Management, Printing- $294,800.00 “Subject to availability of funding adopted for FY 2022 by 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: |
Renewal/Extension Terms: Two 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 |