Department
Real Estate and Asset Management
Requested Action (Identify appropriate Action or Motion, purpose, cost, timeframe, etc.)
title
Request approval to renew existing contracts - Department of Real Estate and Asset Management, 21ITB131067C-GS, On-Site Door Repair and Overhead Door Preventive and Predictive Maintenance Countywide in an amount not to exceed $215,000.00 with (A) Overhead Door Company of Atlanta, dba D.H. Pace Company, Inc., (Atlanta, GA) in an amount not to exceed $170,000.00; and (B) Piedmont Door Automation, dba Piedmont Door Solutions (Dawsonville, GA) in an amount not to exceed $45,000.00, to provide on-site door repair and preventive and predictive maintenance services on an “as-needed” basis Countywide facilities. This action exercises the second of two renewal options. No renewal options remain. Effective dates: January 1, 2024, through December 31, 2024. (HELD ON 12/6/23) (APPROVED)
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Requirement for Board Action (Cite specific Board policy, statute or code requirement)
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 (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: These contracts furnish all materials, labor, tools, equipment, and appurtenances necessary to provide on-site door repair and preventive and predictive maintenance services Countywide
Scope of Work: . 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 include, but are 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 in Countywide facilities.
Department Recommendation: The Department of Real Estate and Asset Management recommends approval.
These are a time materials contract. The requested total spending authority in the amount of $215,000.00 is sufficient to cover the costs for replacement/component parts and hourly services for FY2024.
Project Implications: These contracts ensure safety and security of employees and citizens. In many cases, if inspections and repairs are not made, 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 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
(A) Overhead Door of Atlanta dba D. H. Pace Company, Inc.
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Current Contract History |
BOC Item |
Date |
Dollar Amount |
|
Original Award Amount |
22-0057 |
1/19/22 |
$170,000.00 |
|
Increase Spending Authority No. 1 |
22-0743 |
10/5/22 |
$30,000.00 |
|
1st Renewal |
22-0731 |
10/5/22 |
$150,000.00 |
|
Increase Spending Authority No. 2 |
TMP-4153 |
10/18/23 |
$57,464.00 |
|
2nd Renewal |
|
|
$170,000.00 |
|
Total Revised Amount |
|
|
$602,464.00 |
(B) Piedmont Door Automation dba Piedmont Door Solutions
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Current Contract History |
BOC Item |
Date |
Dollar Amount |
|
Original Award Amount |
22-0057 |
1/19/22 |
$45,000.00 |
|
1st Renewal |
22-0731 |
10/5/22 |
$65,000.00 |
|
2nd Renewal |
|
|
$45,000.00 |
|
Total Revised Amount |
|
|
$155,000.00 |
Contract & Compliance Information (Provide Contractor and Subcontractor details.)
Total Contract Value: $215,000.00
(A)
Contract Value: $170,000.00
Prime Vendor: Overhead Door Company of Atlanta dba D.H. Pace Company, Inc.
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 Certified Value: $0.00 or 0.00%
(B)
Contract Value: $45,000.00
Prime Vendor: Piedmont Door Automation dba Piedmont Door Solutions
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 Certified Value: $0.00 or 0.00%
Grand Contract Value: $215,000.00 or 100.00%
Grand Certified Value: $0.00 or 0.00%
Exhibits Attached (Provide copies of originals, number exhibits consecutively, and label all exhibits in the upper right corner.)
Exhibit 1: Contract Renewal Agreements
Exhibit 2: Contractor’s Performance Reports
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
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Original Approved Amount: |
$215,000.00 |
|
Previous Adjustments: |
$302,464.00 |
|
This Request: |
$215,000.00 |
|
TOTAL: |
$732,464.00 |
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: |
|
☐ |
Approval to Award |
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End Date: |
|
☐ |
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- $145,000 “Subject to availability of funding adopted for FY2024 by BOC”
Funding Line 2:
100-520-5221-1116: General, Real Estate and Asset Management, Building Maintenance- $70,000 “Subject to availability of funding adopted for FY2024 by BOC”
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Key Contract Terms |
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Start Date: 1/1/2024 |
End Date: 12/31/2024 |
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Cost Adjustment: |
Renewal/Extension Terms: No renewal options remain |
Overall Contractor Performance Rating: 82
Would you select/recommend this vendor again?
Yes
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Report Period Start: |
Report Period End: |
|
4/1/2023 |
6/30/2023 |