Department
Real Estate and Asset Management
Requested Action (Identify appropriate Action or Motion, purpose, cost, timeframe, etc.)
title
Request discussion of options and approval to authorize the County Manager and the Department of Real Estate and Asset Management to complete due diligence and lease negotiations and bring back for final Board of Commissioners’ approval one of two options chosen from the following by the Board of Commissioners: (MOTION TO ACCEPT OPTION B FAILED ON 8/4/21) (OPTION A APPROVED)
A. A lease that consolidates all Fulton County warehouse operations into a single location inclusive of evidence storage warehouse space for the Office of the Fulton County District Attorney and the Fulton County Sheriff; or
B. A lease that consolidates Fulton County warehouse operations into a single location, and excludes evidence storage warehouse needs for the Office of the Fulton County District Attorney and the Fulton County Sheriff and thereby establish an additional warehouse for that purpose.
body
Requirement for Board Action (Cite specific Board policy, statute or code requirement)
According to O.C.G.A. § 36-60-13, each County or municipality in this state shall be authorized to enter into multiyear lease, purchase, or lease purchase contracts of all kinds for the acquisition of goods materials, real and personal property, services and supplies.
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?
Choose an item.
Summary & Background (First sentence includes Agency recommendation. Provide an executive summary of the action that gives an overview of the relevant details for the item.)
Scope of Work: At the request of various County departments, the Department of Real Estate and Asset Management (“DREAM”) have been reviewing various warehouse options for Fulton County and have developed two options. Direction from the Board of Commissioners is being requested to authorize the County Manager and DREAM to complete a market search, lease costs analysis and lease negotiations based on the Board of Commissioners’ direction. Based on the option chosen by the Board of Commissioners, DREAM will present the lease negotiated consistent with the chosen option for Board of Commissioners’ consideration and approval at a subsequent meeting.
Warehouse needs include: Emergency Management Personal Protective Equipment and other supplies, legal documents from court proceedings, medical records and supplies, office furniture and supplies, computer and network equipment, election equipment and ballots and evidence from civil and criminal litigation. Presently, Fulton County leases approximately 300,000 (+/-) square feet of warehouse space at multiple locations within Fulton County. Fulton County also occupies an additional 80,000 (+/-) square feet of warehouse space for the District Attorney’s Office and Sheriff’s Office’s evidence warehouse. The Department of Registration and Elections also has a continuing need for an additional 100,000-150,000 square feet of warehouse space. Occupancy at several leased locations has become problematic with regards to major system malfunctions and general maintenance. Because of this, several County departments have requested DREAM to complete a market search for an alternate location.
The District Attorney has also requested that DREAM investigate options for a new evidence warehouse facility to comply with various administrative orders issued by the courts regarding the storage and handling of evidence. This District Attorney and Sheriff prefer that the evidence warehouse be separate from the County’s other warehouses.
Based on the various department requests, DREAM has developed two (2) options. One option is for a consolidated warehouse for all of Fulton County’s warehouse needs. The other option is to consolidate the majority of Fulton County’s warehouse needs in one warehouse, but provide for a separate warehouse for evidence for the District Attorney’s Office and Sheriff’s Office. Under either option, consolidating warehouse space should improve efficiency with service levels, commence implementation of a proactive warehouse space plan that will solve the County’s warehouse space needs for the next 20 years, and reduce operational costs and reconfirm the commitment of providing staff the necessary resources.
During the market search regarding the total consolidation option, DREAM viewed multiple locations and a single location was identified that best meets the key evaluation criteria to include but not limited to:
a. Annual Cost
b. Warehouse Size
c. Onsite Amenities
d. Physical Location
e. Rental Terms
The warehouse facility located contains approximately 900,000 square feet of warehouse space that can be designed and allocated to accommodate multiple user departments within the same facility. This facility can also accommodate the evidence needs of the District Attorney and Sheriff.
DREAM has also located a warehouse that will meet the evidence warehousing needs of the Fulton County District Attorney and Sheriff.
DREAM’s analysis indicates that a total consolidation of Fulton County’s warehouse needs is expected to save the County approximately $7,000,000 over 10 years. If the District Attorney and Sheriff occupy a separate warehouse for their evidence needs, this savings is expected to be reduced by approximately $4,000,000, to $3,000,000.
Community Impact: A decision by the Board of Commissioners regarding which warehouse option County staff should pursue will not negatively impact the community.
Department Recommendation: The Department of Real Estate and Asset Management and the County Manager recommend that approval be granted to complete a real estate market search for available warehouse space and lease negotiations for purpose of implementing a warehouse space consolidation initiative, to include or not include a separate evidence warehouse, that will improve staff efficiency and increase available warehouse space.
Project Implications: The Board of Commissioners granting permission to complete a market search and lease negotiations is consistent with the Fulton County initiative that all people trust government to be fiscally sound and efficient.
Community Issues/Concerns: None.
Department Issues/Concerns: None.
History of BOC Agenda Item: None.