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, 23ITB110923C-GS, HVAC On Call Maintenance Services Countywide in an amount not to exceed $1,200,000.00 with (A) Mechanical Services, Inc. (Hapeville, GA) in an amount not to exceed $400,000.00; (B) Trane U.S., Inc. (Atlanta, GA) in an amount not to exceed $350,000.00; (C) 5 Seasons Mechanical LLC (Norcross, GA) in an amount not to exceed $250,000.00; and (D) JR Hobbs Co. - Atlanta, LLC (Lawrenceville, GA) in an amount not to exceed $200,000.00, to provide standby on-site HVAC on call maintenance services of air conditioning systems on an “as needed” basis for all County facilities. This action exercises the first of two renewal options. One renewal option remains. Effective dates: January 1, 2025, through December 31, 2025. (APPROVED)
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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 These contracts furnish all materials, labor, tools, equipment, and appurtenances necessary to provide standby on-site HVAC on call maintenance services of air conditioning systems on an “as needed” basis for all Fulton County facilities.
Scope of Work: The Scope of Work includes but not limited to the following preventive maintenance task:
1. Troubleshoot the BAS/HVAC equipment.
2. Make adjustment on sensors inputs/outputs and all various setting where automation is not used.
3. Replace minor spares, like fuses, filters, solenoids, small valves, etc. This will be completed in consultation with the appropriate Building Maintenance Manager.
4. Report to the Building Maintenance Manager scope and details of major repair needed and provide a not-to-exceed estimate for the repair work.
5. Acquire repair parts and perform repair service.
6. At the end of repair work or call, the tradesperson or his/her supervisor must submit a service ticket for each call-out indicating the date of service, location of the service, County ID# of equipment serviced, explanation of work carried out, bill of materials, and actual duration of the work.
7. Provide warranty information on replaced equipment and parts.
8. If the bidder does not have capabilities in troubleshooting special/proprietary control systems, it shall make arrangement with manufacturers or their authorized representatives for effective management of the situation, after consultations with the County authorized representative.
9. Dispose all waste material, including hazardous wastes, in an environmentally acceptable Manner.
Equipment Types and Connected Systems that may Require Service Repair:
1. Air conditioning units/air handlers.
2. Splits units and package units (heat and cool).
3. Chillers, cooling towers and associated equipment.
4. Terminal boxes and controllers.
5. Boilers and hot water heaters.
6. Building Automation Systems.
Community Impact: This is necessary for the environmental health and comfort of the patrons and employees in County facilities.
Department Recommendation: The Department of Real Estate and Asset Management recommends approval.
These are time and material contracts and the requested spending authority in the total
amount of $1,200,000.00 will cover the costs for manufacturer’s specified OEM replacement parts/components on variety types of HVAC systems (AHU, cooling towers, and splits & package units) with sizes varying from 5 to 880 tons capacity throughout Fulton County. Approximately 30% for troubleshooting, diagnosing and maintenance repairs for BAS/HVAC equipment, and 70% to cover the cost for manufacturer’s specified OEM replacement parts and components for FY2025.
Project Implications: These contracts provide technical services, maintenance repairs and equipment replacement on various types of HVAC systems units varying from 5 to 880 tons capacity and BAS that provides comfort to patrons and employees throughout Fulton County facilities.
Community Issues/Concerns: None of which the Department is aware.
Department Issues/Concerns: If these renewal contracts are not approved, the Department cannot address the maintenance repairs needed for the County’s HVAC systems.
Contract Modification
(A) Mechanical Services, Inc.
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Current Contract History |
BOC Item |
Date |
Dollar Amount |
|
Original Award Amount |
24-0162 |
3/6/24 |
$400,000.00 |
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1st Renewal |
|
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$400,000.00 |
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Total Revised Amount |
|
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$800,000.00 |
(B) Trane U.S., Inc.
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Current Contract History |
BOC Item |
Date |
Dollar Amount |
|
Original Award Amount |
24-0162 |
3/6/24 |
$350,000.00 |
|
1st Renewal |
|
|
$350,000.00 |
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Total Revised Amount |
|
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$700,000.00 |
(C) 5 Seasons Mechanical, LLC
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Current Contract History |
BOC Item |
Date |
Dollar Amount |
|
Original Award Amount |
24-0162 |
3/6/24 |
$250,000.00 |
|
1st Renewal |
|
|
$250,000.00 |
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Total Revised Amount |
|
|
$500,000.00 |
(D) JR Hobbs Co., - Atlanta, LLC
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Current Contract History |
BOC Item |
Date |
Dollar Amount |
|
Original Award Amount |
24-0162 |
3/6/24 |
$200,000.00 |
|
1st Renewal |
|
|
$200,000.00 |
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Total Revised Amount |
|
|
$400,000.00 |
Contract & Compliance Information (Provide Contractor and Subcontractor details.)
Contract Value: $1,200,000.00
(A) Contract Value: $400,000.00
Prime Vendor: Mechanical Services, Inc.
Prime Status: White Female Business Enterprise
Location: Marietta, GA
County: Cobb County
Prime Value: $400,000.00 or 100.00%
Total Contract Value: $400,000.00 or 100.00
Total Certified Value: $400,000.00 or 100.00
(B) Contract Value: $350,000.00
Prime Vendor: Trane U.S., Inc.
Prime Status: Non-Minority
Location: Atlanta, GA
County: DeKalb County
Prime Value: $350,000.00 or 100.00%
Total Contract Value: $350,000.00 or 100.00%
Total Certified Value: $0.00 or 0.00%
(C) Contract Value: $250,000.00
Prime Vendor: 5 Seasons Mechanical LLC
Prime Status: African American Male Business Enterprise
Location: Norcross, GA
County: Gwinnett County
Prime Value: $250,000.00 or 100.00%
Total Contract Value: $250,000.00 or 100.00%
Total Certified Value: $250,000.00 or 100.00%
(D) Contract Value: $200,000.00
Prime Vendor: JR Hobbs
Prime Status: Non-Minority
Location: Lawrenceville, GA
County: Gwinnett County
Prime Value: $200,000.00 or 100.00%
Total Contract Value: $200,000.00 or 100.00%
Total Certified Value: $0.00 or 0.00%
Grand Contract Value: $1,200,000.00 or 100.00%
Grand Certified Value: $650,000.00 or 54.17%
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: Performance Evaluations
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
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Original Approved Amount: |
$1,200,000.00 |
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Previous Adjustments: |
$0.00 |
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This Request: |
$1,200,000.00 |
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TOTAL: |
$2,400,000.00 |
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:
100-520-5225-1116: General, Real Estate and Asset Management, Building Maintenance- $1,200,000, and subject to availability of capital funding allocation for FY2025.
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Key Contract Terms |
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Start Date: 1/1/2025 |
End Date: 12/31/2025 |
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Cost Adjustment: Click here to enter text. |
Renewal/Extension Terms: One renewal option remains |
Overall Contractor Performance Rating:
Mechanical Services, Inc. 85
Trane U.S., Inc. 85
5 Seasons Mechanical LLC CPR Memo
JR Hobbs Co. - Atlanta, LLC CPR Memo
Would you select/recommend this vendor again?
Yes
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Report Period Start: |
Report Period End: |
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4/1/2024 |
6/30/2024 |