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, 21ITB130146C-GS, Preventive and Predictive Maintenance Services for Chillers in the total amount not to exceed $1,200,000.00 with (A) Mechanical Services, Inc. (Hapeville, GA) in the amount not to exceed $400,000.00; (B) Johnson Controls, Inc. (Roswell, GA) in the amount not to exceed $400,000.00; and (C) Daikin Applied Americas, Inc. (Marietta, GA) in the amount not to exceed $400,000.00, to provide on-site preventive and predictive maintenance services for chillers on an “as needed” basis for all Fulton County facilities. This action exercises the second of two renewal options. No renewal options remain. Effective dates: January 1, 2024, through December 31, 2024. (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, 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 on-site preventive and predictive maintenance services for chillers on an “as needed” basis for Fulton County facilities.
Scope of Work: The Scope of Work includes but not limited to:
(A) Annual Task Requirements for Chillers:
1. General Maintenance (equipment testing)
2. Lube System (analysis of the oil & disposing waste in compliance with EPA/OSHA)
3. Purge System (Shutdown/start up services)
4. Controls (check and calibrate operation)
5. Electrical Systems
6. Condenser and Evaporator Tubes
7. Cooling Tower
(B) Reports:
1. Final survey and inspection reports on chillers and cooling towers
2. System evaluation
(C) Infrequent Maintenance Requirements:
1. Refrigerant analysis
2. Replacing oil
3. Eddy current analysis of evaporator and condenser tube bundles
4. Vibration analysis and infrared testing
(D) Repairs:
1. Obtained approval from DREAM HVAC Maintenance Team before proceeding on repairs
Community Impact: These maintenance contracts have limited community impact. Maintaining chillers in a reliable working condition will ensure air quality in buildings visited by taxpayers and community members.
Department Recommendation: The Department of Real Estate and Asset Management recommends approval.
These are time and material contracts. The requested spending authority in the total amount of $1,200,000 for FY2024 will cover the replacement of parts/components and laboring for maintenance repairs. The manufacturers’ specified OEM replacement parts/components on array types of chiller and cooling tower systems with sizes varying from 20 to 880 tons capacity throughout Fulton County.
Project Implications: These contracts prevent major shut downs of mechanical system chillers and cooling towers. These contracts also provide for system annual maintenance and selective infrequent services to include equipment testing, system evaluation, shutdown/start-up services and certification reporting for the respective equipment.
Community Issues/Concerns: These contracts ensure the preventive and predictive Maintenance of chillers helps operate the buildings with suitable air quality. Not having this service could affect community members like those visiting the public buildings including Libraries and Health Clinics.
Department Issues/Concerns: If these contracts are not approved, the Department’s ability to address the needs for on-site preventive and predictive maintenance and repair services of chillers will cause deferred maintenance and infrequent failure of the system due to shortage of staff to cover the entire County. These contracts ensure equipment testing, evaluation, lube system and analysis of the oil, purging of system and replace filters on all systems in County facilities on an annual basis and is critical to extend service life of the systems.
Contract Modification
(A) Mechanical services, Inc.
|
Current Contract History |
BOC Item |
Date |
Dollar Amount |
|
Original Award Amount |
21-0873 |
11/3/21 |
$400,000.00 |
|
1st Renewal |
22-0772 |
10/19/22 |
$400,000.00 |
|
2nd Renewal |
|
|
$400,000.00 |
|
Total Revised Amount |
|
|
$1,200,000.00 |
(B) Johnson Controls, Inc.
|
Current Contract History |
BOC Item |
Date |
Dollar Amount |
|
Original Award Amount |
21-0873 |
11/3/21 |
$400,000.00 |
|
1st Renewal |
22-0772 |
10/19/22 |
$400,000.00 |
|
2nd Renewal |
|
|
$400,000.00 |
|
Total Revised Amount |
|
|
$1,200,000.00 |
(C) Daikin Applied Americas, Inc.
|
Current Contract History |
BOC Item |
Date |
Dollar Amount |
|
Original Award Amount |
21-0873 |
11/3/21 |
$400,000.00 |
|
1st Renewal |
22-0772 |
10/19/22 |
$400,000.00 |
|
2nd Renewal |
|
|
$400,000.00 |
|
Total Revised Amount |
|
|
$1,200,000.00 |
Contract & Compliance Information (Provide Contractor and Subcontractor details.)
Total Contract Value: $1,200,000.00
(A)
Contract Value: $400,000.00
Prime Vendor: Mechanical Services, Inc.
Prime Status: White Female Business Enterprise
Location: Hapeville, GA
County: Fulton 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: $400,000.00
Prime Vendor: Johnson Controls, Inc.
Prime Status: Non-Minority
Location: Roswell, GA
County: Fulton County
Prime Value: $400,000.00 or 100.00%
Total Contract Value: $400,000.00 or 100.00%
Total Certified Value: $0.00 or 0.00%
(C)
Contract Value: $400,000.00
Prime Vendor: Daikin Applied Americas, Inc.
Prime Status: Non-Minority
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: $0.00 or 0.00%
Grand Contract Value: $1,200,000.00 or 100.00%
Grand Certified Value: $400,000.00 or 33.33%
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: |
$1,200,000.00 |
|
Previous Adjustments: |
$1,200,000.00 |
|
This Request: |
$1,200,000.00 |
|
TOTAL: |
$3,600,000.00 |
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 “Subject to availability of funding adopted for FY2024 by BOC”
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Key Contract Terms |
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Start Date: 1/1/2024 |
End Date: 12/31/2024 |
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Cost Adjustment: |
Renewal/Extension Terms: No renewal options remain |
Overall Contractor Performance Rating:
Mechanical Services, Inc. 88
Johnson Controls, Inc. 73
Daikin Applied Americas, Inc. 73
Would you select/recommend this vendor again?
Yes
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Report Period Start: |
Report Period End: |
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4/1/2023 |
6/30/2023 |