Department
Real Estate and Asset Management
Requested Action
title
Request approval of the lowest responsible bidders - Department of Real Estate and Asset Management, 25ITB1315442C-JNJ, Preventive and Predictive Maintenance Services for Chillers in the total amount not to exceed $1,200,000.00 with (A) Daikin Applied Americas Inc. (Minneapolis, MN) in an amount not to exceed $400,000.00; (B) Mechanical Services, Inc. (Marietta, GA) in an amount not to exceed $400,000.00; and, (C) Mallory & Evans (Scottdale, GA) in an amount not to exceed $400,000.00, to provide standby on-site preventive and predictive maintenance services for chillers on an “as needed” basis for all Fulton County facilities. Effective upon execution of contracts through December 31, 2025, with two 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: These contracts furnish all materials, labor, tools, equipment, parts, and appurtenances necessary to provide standby on-site preventive and predictive maintenance services for chillers on an “as needed” basis for Countywide facilities for FY2025.
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 contracts have direct impact. Maintaining chillers in a working condition ensures proper air quality and temperature in all County buildings visited by the public.
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 (A.) Cost of Annual Maintenance, (B.) Annual Maintenance of Cooling Tower for each site, the combined total of both (A) & (B), and hourly labor rates for services rendered during normal business hours and after-hours for Fiscal Year 2025 (Original Term). Also, bidder(s) must provide proof of required professional certified trained technician licenses such as: Georgia Conditioned Air Contractor License Class II and Refrigerant License issued by EPA which is a requirement to be considered for an award with Fulton County.
Evaluation Process:
The County received and evaluated seven (7) bid responses to the solicitation. Daikin Applied Americas Inc. submitted the overall lowest base bid @ $65,865.00, followed by the 2nd lowest bid by Mechanical Services, Inc. @ $74,100.00, 3rd lowest bid by Malley & Evans @ $90,000.00, 4th lowest bid by HVAC Allies @ $103,934.40, 5th lowest bid by Trane U.S., Inc. @ $121,226.26, 6th lowest bid by Maxair Mechanical @ $127,670.00, and 7th lowest bid by Johnson Controls @ $147,110.00.
Conclusion:
DREAM recommends the overall lowest and the 2nd and 3rd lowest most responsive and responsible bidders respectively: Daikin Applied American Inc., Mechanical Services, Inc and Mallory & Evans, to provide on-site preventive and predictive maintenance services of chillers for Fulton County facilities in FY2025.
Having multiple contractors will provide the County with maximum sufficient manpower resources and the maximum flexibility required to respond to the scope and complexity of the County’s needs. Each of the three (3) HVAC/Chiller’s contractors have current or previous contracts with Fulton County and have performed very well demonstrating a high degree of technical competency as stated in their performance reports (see Exhibit 2).
These are time and material contracts. The requested spending authority in the total amount of $1,200,000.00 for FY2025 will cover the costs for any situation that may arise for replacement of parts/components and laboring for maintenance repairs services rendered. 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 shutdowns 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 which helps operate County buildings with suitable air quality. Not having this service could affect community members visiting public County buildings including Libraries and Health Clinics.
Department Issues/Concerns: If these contracts are not approved, DREAM does not have the in-house capacity or expertise to service the County’s HVAC chillers resulting in deferred maintenance of capital assets critical to the continuity of operations of the County.
Contract Modification: This is a new procurement.
Contract & Compliance Information (Provide Contractor and Subcontractor details.)
(A)
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-
(B)
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: $-0-
(C)
Contract Value: $400,000.00
Prime Vendor: Mallory & Evans
Prime Status: Non-Minority
Location: Scottdale, GA
County: DeKalb County
Prime Value: $382,000.00 or 95.50%
Subcontractor: Central Electrical Systems, Inc
Subcontractor Status: Non-Minority
Location: Rome, GA
County: Floyd County
Subcontractor Value: $18,000.00 or 4.5%
Total Contract Value: $400,000.0 or 100.00%
Total Certified Value: $ -0-
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: Bid Tabulation Sheet
Exhibit 2: Performance Evaluations
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
title
Yes
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: |
$1,200,000.00 |
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TOTAL: |
$1,200,000.00 |
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- $300,000.00; Capital funded funding lines TBD - $900,000.00. This is a Standby Contract that is dependent on availability of both capital and operating funding for major repairs that may arise on array types of chillers and cooling towers systems throughout County facilities and manufacturer’s specified OEM replacement components during services as identified” for spending authority for FY2025.
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Key Contract Terms |
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Start Date: Upon execution of contracts |
End Date: 12/31/2025 |
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Cost Adjustment: Click here to enter text. |
Renewal/Extension Terms: Two, one-year renewal options |
Overall Contractor Performance Rating:
Mechanical Services, Inc. 97
Mallory & Evans 85
Daikin Applied 79
Would you select/recommend this vendor again?
Yes
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Report Period Start: |
Report Period End: |
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10/1/2024 |
12/31/2024 |