Department
Real Estate and Asset Management
Requested Action
title
Request approval of the lowest responsible bidder - Department of Real Estate and Asset Management, 25ITB1319064C-GS, Uninterrupted Power Supply (UPS) System Maintenance Services in an amount not to exceed $112,900.00 with Levonne Industries, LLC (Atlanta, GA), to provide standby on-site preventative and full-service maintenance services for uninterrupted power supply (UPS) systems for Fulton County upon execution of contract through December 31, 2025, with two (2) renewal options.
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Requirement for Board Action
In accordance with Purchasing Code Section 102-373, all competitive sealed bids of more than$100,000.00 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: This contract furnishes all parts, labor, materials, equipment, transportation, and appurtenances necessary to provide standby on-site full-service maintenance of Fulton County Uninterruptible Power Supply (UPS) systems for FY2025.
Scope of Work:
Required Services:
Ø Repair and Emergency Services
Ø Preventive Maintenance Services
Ø Check Batteries
Ø Converter Panel
Ø Battery Replacement
Ø Generator and UPS Annual Testing Services
Repair and Emergency Services:
The price quoted for the services includes cost of replacement parts and labor charges for the repair services. Repairs resulting from vandalism or theft will be considered outside the price quoted. Such repairs must be completed by the bidder, but such repairs will be compensated based on parts and labor cost.
The scope of work also includes replacement of components as required in normal industry practices for maintaining the reliability of installation, even if such components do not fail during the maintenance period. Components including, but not limited to, electronic filters, fans etc. fall under this category.
The Scope of Work also includes the replacement, when required, of the batteries with the two UPS systems in the Data Center on the 9th floor at 141 Pryor Street, Atlanta, GA 30303, Justice Tower at 185 Central Avenue, Atlanta GA 30303, and UPS systems in the 911 Center.
Community Impact: None that the Department is aware of.
Department Recommendation: The Department of Real Estate and Asset Management recommends approval.
Procedure for Recommendation for Basis of Award:
The recommendation was based on the bidders’ prices for semi-annual and annual preventive maintenance of UPS systems located at six (6) designated County sites; turn-key prices for supply and replacement of batteries; and hourly labor costs for normal and after normal to include emergency maintenance services; and totaling up all costs for total Base Bid Amount to determine the lowest responsible bidder complying with the provisions of this ITB.
Also, bidders must have provided proof of required professional Electrician’s license which is a requirement to be considered for an award with Fulton County.
The County received and evaluated five (5) bid responses to the solicitation. After careful review, DREAM recommends Levonne Industries, LLC as the 2nd and most responsive and responsible bidder, to provide standby on-site uninterrupted power supply (UPS) preventative and full-service maintenance services for Fulton for Fulton County in FY2025. The apparent lowest bidder, Facility Gateway Corporation (Madison, WI) submitted a total base bid cost of $68,787.81, however Purchasing deemed them Non-Responsive (due to failure to provide required documentation in response to the bid).
This is a time and material contract and the requested spending authority in the total amount of $112,900.00 for Fulton County for FY2025, in which $79,900.00 cover the costs for any situation that may arise for replacement of parts/UPS and computer hardware components/ batteries/testing’s, and labor rates for tasks other than routine testing and preventive maintenance service repairs; and the remaining portion is an additional $33,000.00 that was requested by IT, will cover the costs for replacement of existing batteries which is imminent due to life expectancy.
Project Implications: The UPS is critical to the operation of the data center in that in the event of a power failure, the UPS keeps the servers and other critical data management systems operating properly. In the lack of an effective UPS system this can cause serious loss of data, such as pay roll and purchasing information.
Community Issues/Concerns: None that the Department is aware of.
Department Issues/Concerns: If this contract is not approved, the Department’s ability to address the needs of UPS systems will be delayed in the repair and maintenance services of the UPS systems located in the 911 Center and the Data Center on the 9th floor which could lead to loss of communication and /or critical data management systems functioning.
Contract Modification: This is a new procurement
Contract & Compliance Information (Provide Contractor and Subcontractor details.)
Contract Value: $112,900.00
Prime Vendor: Levonne Industries, LLC
Prime Status: African American Female Business Enterprise
Location: Atlanta, GA
County: Fulton County
Prime Value: $22,580.00 or 20.00%
Subcontractor: D & S Electric
Subcontractor Status: African American Male Business Enterprise
Location: Decatur, GA
County: DeKalb County
Subcontractor Value: $90,320.00 or 80.00%
Total Contract Value: $112,900.00 or 100.00%
Total Certified Value: $112,900.00 or 100.00%
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 Report
Exhibit 3: Department Recommendation Memorandum
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
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No
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: |
$112,900.00 |
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TOTAL: |
$112,900.00 |
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:
100-520-5221-1116: General, Real Estate and Asset Management, Building Maintenance- $79,900.00
Funding Line 2:
100-220-2203-1113: General, Information Technology, Software License- $33,000.00
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Key Contract Terms |
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Start Date: Upon execution of contract |
End Date: 12/31/2025 |
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Cost Adjustment: |
Renewal/Extension Terms: Two, one-year renewal options |
Overall Contractor Performance Rating:
CPR Memo for New Contractor
Would you select/recommend this vendor again?
Yes
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Report Period Start: |
Report Period End: |
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N/A |
N/A |