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: |
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Cash |
Match Required: |
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In-Kind |
Start Date: |
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Approval to Award |
End Date: |
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Apply & Accept |
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- $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 |