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, 21ITB128258C-CG Janitorial Services for Selected Fulton County Facilities (Groups C, D, & G) in the amount not to exceed $94,500.63 with A-Action Janitorial Service, Inc. (Lithonia, GA), to cover the final payment for continued janitorial services rendered in April 2024 and May 2024 for Group C (Central Libraries and Fulton County Central Warehouse) until new contracts under 23ITB138801C-GS were fully executed for FY2024. Effective upon BOC approval. (APPROVED)
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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 On April 17, 2024, as Item #24-0272, the BOC approved a new contracts awarded under #23ITB138801C-GS, Janitorial Services for Selected Fulton County Facilities (Groups C, D, & G), in the total amount of $981,071 with (A) American Facility Services, Inc., in the amount of $679,071.00 for Group C (Central Libraries and Fulton County Central Warehouse) and Group D (North Fulton libraries); and (B) Good Success Company, Inc. in the amount of $301,441.00 for Group G (North and Central Senior Centers), to provide janitorial services for selected Fulton County Facilities for FY2024. The effective dates for the new contracts are May 1, 2024, through December 31, 2024.
DREAM received the fully executed contract for American Facility Services, Inc., on May 14, 2024 and the fully executed contract for Good Success Company, Inc. on May 23, 2024.
A 90 Day Extension was approved for A-Action Janitorial Service, Inc. in the amount of $175,000.00, under the authorized pursuant to Purchasing Code Section 102-364(e) which authorizes the Purchasing Agent to extend a contract for 90 days after the date of expiration under the contract for re-procurement purposes. The contract #21ITB128258C-CG extension allowed A-Action, to provide continued janitorial services for Group C (Central Libraries) for three (3) month period from January 1, 2024, through March 30, 2024 until new contracts were expected to be fully executed.
Now, DREAM is requesting approval to close out a contract to allow the final payment of invoices in the total amount of $94,500.63 that were not covered under the original 9-Day Extension to A-Action Janitorial Service, Inc. for services rendered in April 2024 and May 2024 for janitorial services for Group C (Central Libraries), which consists of 6 total facilities: Central, Auburn, Martin Luther King, Peachtree, Mechanicsville Libraries, and the Fulton County Central Warehouse, with a total cleanable square footage of 423,952.
Scope of Work: The janitorial contractors furnish all materials, labor, tools, janitorial equipment, cleaning supplies, restroom supplies (including feminine products, soap, toilet seat covers, toilet tissue, paper towels, and other required supplies) and equipment necessary to provide the highest quality janitorial services at these facilities which consists of:
• Group C: (Central Libraries) - Consists of 6 facilities (Central, Auburn, Martin Luther King, Peachtree, Mechanicsville Libraries and Fulton County Central Warehouse) with a total of 423,952 cleanable sq. ft.
Community Impact: The overall community impact is to provide clean and sanitary facilities for the selected facilities.
Department Recommendation: The Department of Real Estate and Asset Management recommends approval of closed out of the contract.
Project Implications: These contracts are designed to provide and maintain clean and sanitary County facilities. The effective cleaning program is critical component to keeping a healthy and productive environment.
Community Issues/Concerns: None of which the Department is aware.
Department Issues/Concerns: If this close out contract is not approved, the Department will not be able to pay final payment of invoices for services rendered in April 2024 and May 2024 that were not covered under the original 90-Day Extension for janitorial services for Group C (Central Libraries) and the Fulton County Central Warehouse.
Contract Modification
(A) A-Action Janitorial Service, Inc.
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Current Contract History |
BOC Item |
Date |
Dollar Amount |
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Original Award Amount |
22-0058 |
1/19/22 |
$408,431.00 |
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1st Renewal |
22-0859 |
11/16/22 |
$408,431.00 |
|
Amendment No. 1 |
23-0591 |
9/6/23 |
$111,520.00 |
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Extension No. 1 |
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$175,000.00 |
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Contract Close-Out |
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|
$94,500.63 |
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Total Revised Amount |
|
|
$1,197,882.63 |
Contract & Compliance Information (Provide Contractor and Subcontractor details.)
Contract Value: $94,500.63
Prime Vendor: A-Action Janitorial Service, Inc.
Prime Status: African American Female Business Enterprise
Location: Lithonia, GA
County: DeKalb County
Prime Value: $94,500.63 or 100.00%
Total Contract Value: $94,500.63 or 100.00%
Total Certified Value: $94,500.63 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. 2 to Form of Contract
Exhibit 2: Janitorial Services Invoices for April & May
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: |
$408,431.00 |
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Previous Adjustments: |
$694,951.00 |
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This Request: |
$94,500.63 |
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TOTAL: |
$1,197,882.63 |
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:
100-520-5221-1176: General, Real Estate and Asset Management, Cleaning Services- $94,500.63
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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: N/A |
Overall Contractor Performance Rating: N/A
Would you select/recommend this vendor again?
Yes
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Report Period Start: |
Report Period End: |
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N/A |
N/A |