File #: 23-0904    Version: 1 Name:
Type: CM Action Item - Open & Responsible Government Status: Passed
File created: 9/25/2023 In control: Board of Commissioners
On agenda: 12/20/2023 Final action: 12/20/2023
Title: Request approval to renew existing contracts - Department of Real Estate and Asset Management, 21ITB130447C-GS, Janitorial Services for Selected Fulton County Facilities (Groups E, F, G, H & I) in an amount not to exceed $1,092,157.00 with (A) Chi-Ada Corporation, (Atlanta, GA) in an amount not to exceed $533,355.00; (B) Quality Cleaning Services, Inc. (Douglasville, GA) in an amount not to exceed $261,756.00; and (C) American Facility Services, Inc. (Alpharetta, GA) in an amount not to exceed $297,046.00, to provide cleaning services for selected Fulton County facilities for Janitorial Groups E (South Libraries), F (Other Offices North and Other Offices South), G (South Senior Centers), H (Arts Centers), and I (North and South Service Centers). 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)
Attachments: 1. Exhibit 1 Contract Renewal Agreement- (A) Chi-Ada Corporation, 2. Exhibit 1 Contract Renewal Agreement- (B) Quality Cleaning Services, Inc, 3. Exhibit 1 Contract Renewal Agreement- (C) American Facility Services, Inc, 4. Exhibit 2 Contractor's Performance Report - AFS QCS Chi-, 5. Exhibit 3 Contract Renewal Evaluation Form -Janitorial Groups E, F, G, H, & I, 6. 2023-0904

 

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, 21ITB130447C-GS, Janitorial Services for Selected Fulton County Facilities (Groups E, F, G, H & I) in an amount not to exceed $1,092,157.00 with (A) Chi-Ada Corporation, (Atlanta, GA) in an amount not to exceed $533,355.00; (B) Quality Cleaning Services, Inc. (Douglasville, GA) in an amount not to exceed $261,756.00; and (C) American Facility Services, Inc. (Alpharetta, GA) in an amount not to exceed $297,046.00, to provide cleaning services for selected Fulton County facilities for Janitorial Groups E (South Libraries), F (Other Offices North and Other Offices South), G (South Senior Centers), H (Arts Centers), and I (North and South Service Centers). 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)

body

 

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   This renewal includes the addition of janitorial services for the new Fulton County Animal Services facility in Group I (Service Centers) cleaned by American Facility Services, Inc. (AFS) resulting in increased spending authority over the FY 2023 contract term.  Additionally, the completion of the Consolidated Warehouse resulted in a decrease in the number of facilities (Group F-Other South Offices) and/or square footage (25,863 sq. ft) serviced by the Chi-Ada Corporation. In the Invitation to Bid, the County reserved the right to modify the facilities to be serviced or the services required at any time before, during or after the award and any such modification would be accompanied by a proportionate modification of the price based on the average price per cleanable square foot as awarded under this bid.

 

Scope of Work: These contracts 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 janitorial services at selected County facilities including the following:

 

1.                     Group E: (South Libraries) consists of 14 facilities: Adams Park, Cleveland, College Park, East Point, Fairburn, Hapeville, South Fulton, Southwest Regional, Washington Park, West End, Wolf Creek, Palmetto, Metropolitan and Southeast Atlanta Libraries and one parking area (South Fulton Parking Deck), with a total of 205,925 cleanable sq. ft.

 

2.                     Group F: (Other Offices North) - consists of two (2) facilities: Drug Court Training Center and Customer Service Center, formally WROC, with a total of 61,315 cleanable sq. ft.

 

3.                     Group F (Other Offices South) consists of two (2) facilities: Public Safety Training Center and Fulton Clubhouse for Youth, with a combined total of 28,286 cleanable sq. ft.

 

4.                     Group G (South Senior Centers) consists of eight (8) facilities: (HJC Bowden, Camp Truitt, Palmetto, Quality Living services, Hapeville, Camp Truitt 4-H Ed Center, New Beginnings and Southeast Senior Centers, with a combined total of 92,008 cleanable sq. ft.

 

5.                     Group H (Arts Centers) consists of three (3) facilities: West End Arts, Hammond House, and Aviation Community Cultural Center, with a combined total of 23,654 cleanable sq. ft.

 

6.                     Group I (Service Centers) consist of three (3) facilities: North & South Service Centers, and the new Fulton County Animal Services facility, with a total of 110,418 cleanable sq. ft. 

 

Community Impact: The overall community impact is to provide clean and sanitary facilities for the selected County facilities.

 

Department Recommendation: The Department of Real Estate and Asset Management recommends approval.

 

These are time and material contracts. The total requested spending authority in the amount of $1,092,157.00 is sufficient to cover the costs for cleaning materials, janitorial supplies, labor hours to include day porters; additional events and unanticipated emergencies that may require additional janitorial support to maintain the required cleaning in these County facilities for FY2024.

 

1.                     Chi-Ada Corporation is responsible for providing janitorial services for Groups: Group E: (South Libraries), Group F (Other Offices North) & Group F (Other Offices South), and Group H (Arts Centers). Total of 319,180 cleanable sq. ft. assigned.

 

2.                     Quality Cleaning Services, Inc. is responsible for providing janitorial services for Group G (South Senior Centers). Total of 92,008 cleanable sq. ft. assigned.

 

3.                     American Facility Services, Inc. is responsible for providing janitorial services for Group I (North & South Service Centers). Total of 110,148 cleanable sq. ft. assigned.

 

Project Implications: These contracts are designed to provide and maintain sustainable 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 these contracts are not approved, the Department will not be able to provide janitorial services for the selected County facilities. 

 

Contract Modification

 

(A) Chi-Ada Corporation

 

Current Contract History

BOC Item

Date

Dollar Amount

Original Award Amount

22-0150

3/2/22

$437,224.00

1st Renewal

22-0820

11/2/22

$587,668.00

2nd Renewal

 

 

$533,355.00

Total Revised Amount

 

 

$1,558,247.00

(B) Quality Cleaning Services, Inc.

 

Current Contract History

BOC Item

Date

Dollar Amount

Original Award Amount

22-0150

3/2/22

$194,646.00

1st Renewal

22-0820

11/2/22

$261,756.00

2nd Renewal

 

 

$261,756.00

Total Revised Amount

 

 

$718,158.00

 

(C) American Facility Services, Inc.

 

Current Contract History

BOC Item

Date

Dollar Amount

Original Award Amount

22-0150

3/2/22

$140,059.00

1st Renewal

22-0820

11/2/22

$187,146.00

Contract Amendment No.1

23-0778

11/1/23

$18,259.33

2nd Renewal

 

 

$297,046.00

Total Revised Amount

 

 

$642,510.33

Contract & Compliance Information (Provide Contractor and Subcontractor details.)

Total Contract Value:                     $1,092,157.00

(A)

Contract Value:                                          $533,355.00

Prime Vendor:                     Chi-ADA Corporation

Prime Status:                     African American Male Business Enterprise

Location:                                                               Atlanta, GA

County:                                                               Fulton County

Prime Value:                                          $533,355.00 or 100.00%

 

Total Contract Value:                     $533,355.00 or 100.00%

Total Certified Value:                     $533,355.00 or 100.00%

 

(B)

Contract Value:                                          $261,756.00

Prime Vendor:                     Quality Cleaning Services, Inc.

Prime Status:                     African American Male Business Enterprise

Location:                                                               Douglasville, GA

County:                                                               Douglas County

Prime Value:                                          $261,756.00 or 100.00%

 

Total Contract Value:                     $261,756.00 or 100.00%

Total Certified Value:                     $261,756.00 or 100.00 %

 

(C)

Contract Value:                                          $297,046.00

Prime Vendor:                     American Facility Services

Prime Status:                     Non-Minority

Location:                                                               Alpharetta, GA

County:                                                               Fulton County

Prime Value:                                          $184,168.52 or 62.00%

 

Subcontractor:                                           CLM Facilities

Subcontractor Status:                     Hispanic Male Business Enterprise

Location:                                                               Atlanta, GA

County:                                                               Fulton County

Subcontractor Value:                     $112,877.48 or 38.00%

 

Total Contract Value:        $187,046.00 or 100.00%

Total Certified Value:        $112,877.48 or 38.00%

 

Grand Contract Value:     $1,092,157 or 100.00%

Grand Certified Value:      $907,988.48 or 83.14%

 

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

Original Approved Amount:

$771,929.00

Previous Adjustments:

$1,054,829.00

This Request:

$1,092,157.00

TOTAL:

$2,918,915.00


Grant Information Summary

Amount Requested:

 

Cash

Match Required:

 

In-Kind

Start Date:

 

Approval to Award

End Date:

 

Apply & Accept

Match Account $:

 

 

 


Fiscal Impact / Funding Source

Funding Line 1:

100-520-5221-1176: General, Real Estate and Asset Management, Cleaning Services- $1,092,157.00 “Subject to availability of funding adopted for FY2024 by BOC”

 

Key Contract Terms

Start Date: 1/1/2024

End Date: 12/31/2024

Cost Adjustment

Renewal/Extension Terms: No renewal options remain


Overall Contractor Performance Rating:

American Facility Services                                                               82

Quality Cleaning Services, Inc.                                          85

Chi-ADA Corporation                                                               76

 

Would you select/recommend this vendor again?

Yes

 

Report Period Start:

Report Period End:

4/1/2023

6/30/2023