Department
Real Estate and Asset Management
Requested Action (Identify appropriate Action or Motion, purpose, cost, timeframe, etc.)
title
Request approval of the lowest responsible bidders - Department of Real Estate and Asset Management, Bid#22ITBC132961C-MH, HVAC Equipment and Parts, in the total amount of $70,000.00 with (A) F. M. Shelton, Inc. (Atlanta, GA) in the amount of $43,750.00; and (B) HD Supply Facilities Maintenance, LTD (Jacksonville, FL) in the amount of $26,250.00 to provide HVAC equipment and parts on an as needed basis for County facilities. Effective upon BOC approval through December 31, 2022, with two (2) 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 Request approval of lowest bidders to provide HVAC equipment and parts on an “as needed” basis for Fulton County facilities for FY2022.
Scope of Work: These contracts provide HVAC manufacturer equipment and replacement parts on an as needed basis. The contracts provide support for the Department of Real Estate and Asset Management Heating, Ventilation, and Air Conditioning staff to perform required maintenance, diagnostic testing and repairs on approximately 1,000 existing air conditioning systems ranging from 10,000 to 25,000 BTUs throughout the County. The Department receives an average of 2,000 HVAC work orders per year for maintenance related issues
Community Impact: None of which the Department is aware.
Department Recommendation: The Department of Real Estate and Asset Management recommends approval of the lowest responsible and responsive bidders to provide HVAC equipment and parts on an “as needed” basis for Fulton County facilities for FY2022.
The recommendation for the awards were based on the lowest responsive and responsible bidder(s) per line item(s) complying with the provisions of the ITB-Commodities.
The County received and evaluated three (3) bid responses to the solicitation. There are a total of 24 representative line items. We have recommended each bidder accordingly:
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Recommended Bidder Name |
Number of the lowest items |
Awarded Items |
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F. M. Shelton, Inc. |
15 |
1, 2, 3, 8, 10, 11, 12, 13, 14, 15, 16, 18, 19, 20 & 21 |
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HD Supply Facilities Maintenance, LTD |
9 |
4, 5, 6, 7, 9, 17, 22, 23 & 24 |
|
Wilson and Sons dba Mechanical Maintenance |
0 |
None |
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Total |
24 |
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F. M. Shelton, Inc. submitted the lowest cost on 16 out of 24 total line items (62.5%) and HD Supply submitted the lowest cost on 9 out of 24 total line items (37.5%), therefore, we recommend awards to both bidders to provide HVAC equipment and parts for FY2022.
Based on the prior historical usage we spent on average of $68,414 annually on HVAC part and related items. DREAM has approximately 1,250 varieties of parts on hand in the inventory. We recommend the total spending authority in the amount of $70,000 to meet the daily requirements of the HVAC maintenance division for the remainder of 2022.
Having multiple HVAC suppliers will provide the County with maximum flexibility and sufficient resources to respond to the service needs.
Historical Expenditures:
• FY2021: The County spent $62,968.51
• FY2020: The County spent $77,002.15
• FY2019: The County spent $37,719.44
• FY2018: The County spent $95,962.00
Project Implications: These contracts provide all the necessary HVAC equipment and parts needed to support the in-house HVAC maintenance staff.
Community Issues/Concerns: None of which the Department is aware.
Department Issues/Concerns: If these contracts are not approved, the Department will not have the ability to provide HVAC equipment and parts to the in-house HVAC maintenance staff for County-wide services.
Contract Modification No, this is a new procurement.
Contract & Compliance Information (Provide Contractor and Subcontractor details.)
Total Contract Value: $70,000.00
(A)
Contract Value: $43,750.00
Prime Vendor: F.M. Shelton, Inc.
Prime Status: African American Female Business Enterprise-Non-Certified
Location: Atlanta, GA
County: Fulton County
Prime Value: $43,750.00 or 100.00%
Subcontractor: None
Total Contract Value: $43,750.00 or 100.00%
Total M/FBE Value: $43,750.00 or 100.00%
(B)
Contract Value: $26,250.00
Prime Vendor: HD Supply Facilities Maintenance, LTD
Prime Status: Non-Minority
Location: Jacksonville, FL
County: Duval County
Prime Value: $26,250.00 or 100%
Subcontractor: None
Total Contract Value: $26,250.00 or 100.00%
Total M/FBE Value: $-0-
Grand Contract Value: $70,000.00 or 100.00%
Grand M/FBE Value: $43,750.00 or 62.50%
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 Reports
Exhibit 3: Department Recommendation Memo
Exhibit 4: BIDNET Tab Sheet
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
No
Previous Contracts
title
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: |
$70,000.00 |
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TOTAL: |
$70,000.00 |
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:
100-520-5222-1450: General, Real Estate and Asset Management, Maintenance Supplies- $70,000
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Key Contract Terms |
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Start Date: Upon BOC Approval |
End Date: 12/31/2022 |
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Cost Adjustment: |
Renewal/Extension Terms: Two one-year renewal options |
Overall Contractor Performance Rating: 4.00
Would you select/recommend this vendor again?
Yes
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Report Period Start: |
Report Period End: |
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10/1/2021 |
12/31/2021 |