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, 22ITBC135037C-GS, Ballasts, Lamps, Light Fixtures and Related Supplies in an amount not to exceed $110,000.00 with (A) E. Sam Jones (Atlanta, GA) in an amount not to exceed $51,700.00; (B) Voss Electric Co. (Marietta, GA) in an amount not to exceed $25,300.00; (C) Summit Lighting Solutions (Lawrenceville, GA) in an amount not to exceed $12,100.00; (D) Regency Lighting (Los Angeles, CA) in an amount not to exceed $16,500.00; and, (E) Electrical Contractor (Covington, GA) in an amount not to exceed $4,400.00, to provide ballasts, lamps, light fixtures, and related items on an "as needed" basis for Fulton County facilities and parking lots. This action exercises the second of two renewal options. No renewal options remain. Effective dates: January 1, 2025, through December 31, 2025. (APPROVED UPON ADOPTION OF THE CONSENT AGENDA)
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: To renew existing contracts to provide ballasts, lamps, light fixtures, and related items for Fulton County facilities and parking lots for FY2025.
The Department continues to convert existing lighting fixtures to LED in all County facilities and parking lots which is more expensive, but most cost effective in the long term for Fulton County budgetary stability because: a) the long-life span, b) generate less energy and c) efficient solution for environmental air quality benefits it provides.
Scope of Work: These contracts furnish ballasts, lamps, light fixtures and related supplies for the Department of Real Estate and Asset Management on an "as needed" basis to ensure Fulton County facilities and parking lots have adequate lighting. Due to standardization of fixtures and sub-assemblies, the recommended contractors supply manufacturer brands such as GE, Sylvania or Phillips for lamps and Advance, Howard, Sylvania, Universal, Magnetek for ballasts.
DREAM maintenance staff is responsible for routine repairs and the preventive maintenance program performed at facilities throughout the County.
Community Impact: These contracts provide the ability to ensure all County facilities and parking lots have adequate lighting.
Department Recommendation: The Department of Real Estate and Asset Management recommends approval.
The requested total spending authority in the total amount of $110,000.00 is sufficient to cover the costs for lighting for ballasts, lamps, light fixtures and supplies and related items to meet the daily requirements and maintain service needs for approximately 128 County facilities and parking lots for FY2025.
Project Implications: These contracts provide all the necessary materials, ballasts, lamps, light fixtures, and related supplies needed to support the in-house maintenance staff that is responsible for maintaining Fulton County facilities. Failure to provide the necessary materials and supplies will result in delay of repairs that require immediate attention as well as routine maintenance services needed to ensure adequate lighting.
Community Issues/Concerns: None that the Department is aware.
Department Issues/Concerns: If the renewal contracts are not approved, the Department will not be able to provide ballasts, lamps, light fixtures, and related supplies to the DREAM in-house maintenance staff for routine maintenance services Countywide.
Contract Modification
(A) E. Sam Jones
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Current Contract History |
BOC Item |
Date |
Dollar Amount |
|
Original Award Amount |
22-0876 |
11/16/22 |
$47,000.00 |
|
Increase Spending Authority |
23-0755 |
11/1/23 |
$3,750.00 |
|
1st Renewal |
23-0847 |
12/6/23 |
$51,700.00 |
|
2nd Renewal |
|
|
$51,700.00 |
|
Total Revised Amount |
|
|
$154,150.00 |
(B) Voss Electric
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Current Contract History |
BOC Item |
Date |
Dollar Amount |
|
Original Award Amount |
22-0876 |
11/16/22 |
$23,000.00 |
|
Increase Spending Authority |
23-0755 |
11/1/23 |
$3,750.00 |
|
1st Renewal |
23-0847 |
12/6/23 |
$25,300.00 |
|
2nd Renewal |
|
|
$25,300.00 |
|
Total Revised Amount |
|
|
$77,350.00 |
(C) Summit Lighting Solutions
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Current Contract History |
BOC Item |
Date |
Dollar Amount |
|
Original Award Amount |
22-0876 |
11/16/22 |
$11,000.00 |
|
1st Renewal |
23-0847 |
12/6/23 |
$12,100.00 |
|
2nd Renewal |
|
|
$12,100.00 |
|
Total Revised Amount |
|
|
$35,200.00 |
(D) Regency Lighting
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Current Contract History |
BOC Item |
Date |
Dollar Amount |
|
Original Award Amount |
22-0876 |
11/16/22 |
$15,000.00 |
|
1st Renewal |
23-0847 |
12/6/23 |
$16,500.00 |
|
2nd Renewal |
|
|
$16,500.00 |
|
Total Revised Amount |
|
|
$48,000.00 |
(E) Electrical Contractor
|
Current Contract History |
BOC Item |
Date |
Dollar Amount |
|
Original Award Amount |
22-0876 |
11/16/22 |
4,000.00 |
|
1st Renewal |
23-0847 |
12/6/23 |
$4,400.00 |
|
2nd Renewal |
|
|
$4,400.00 |
|
Total Revised Amount |
|
|
$12,800.00 |
Contract & Compliance Information (Provide Contractor and Subcontractor details.)
Total Contract Value: $110,000.00
(A)
Contract Value: $51,700.00
Prime Vendor: Sam Jones Distributor, Inc.
Prime Status: Non-Minority
Location: Atlanta, GA
County: Fulton County
Prime Value: $51,700.00 or 100.00%
Subcontractor: None
Total Contract Value: $51,700.00 or 100.00%
Total Certified Value: $ 00.00
(B)
Contract Value: $25,300.00
Prime Vendor: Voss Electric Co. d/b/a Voss Lighting
Prime Status: Non-Minority
Location: Marietta, GA
County: Cobb County
Prime Value: $25,300.00 or 100.00%
Subcontractor: None
Total Contract Value: $25,300.00 or 100.00%
Total Certified Value: 00.00
(C)
Contract Value: $12,100.00
Prime Vendor: Summit Lighting Solutions
Prime Status: African American Male Business Enterprise
Location: Lawrenceville, GA
County: Gwinnett County
Prime Value: $6,050.00 or 50.00%
Subcontractor: Halco Lighting Technologies
Subcontractor Status: Non-Minority
Location: Norcross, GA
County: Gwinnett County
Subcontract Value: $6,050.00 or 50.00%
Total Contract Value: $12,100.00 or 100.00%
Total Certified Value: $6,050.00 or 50.00%
(D)
Contract Value: $16,500.00
Prime Vendor: Regency Lighting
Prime Status: Non-Minority
Location: Los Angeles, CA
County: Los Angeles County
Prime Value: $16,500.00 or 100.00%
Subcontractor: None
Total Contract Value: $48,250.00 or 100.00%
Total Certified Value: $00.00
(E)
Contract Value: $4,400.00
Prime Vendor: Electrical Contractor
Prime Status: Non-Minority
Location: Covington, GA
County: Newton, County
Prime Value: $4,400.00 or 100.00%
Subcontractor: None
Total Contract Value: $4,400.00 or 100.00%
Total Certified Value: $00.00
Grand Contract Value: $110,000.00 or 100.00%
Grand Certified Value: $6,050.00 or 5.50%
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 Evaluation
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: |
$100,000.00 |
|
Previous Adjustments: |
$117,500.00 |
|
This Request: |
$110,000.00 |
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TOTAL: |
$327,500.00 |
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:
100-520-5222-1450: General, Real Estate and Asset Management, Maintenance Supplies- $110,000.00 “Subject to availability of funding adopted for FY 2025 by BOC”
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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: |
Renewal/Extension Terms: No renewal option remains |
Overall Contractor Performance Rating:
(A) E. Sam Jones 100
(B) Voss Electric 100
(C) Summit Lighting 100
(D) Regency Lighting 100
(E) Electrical Contractor 100
Would you select/recommend this vendor again?
Yes
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Report Period Start: |
Report Period End: |
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10/1/2023 |
9/30/2024 |