Requested Action (Identify appropriate Action or Motion, purpose, cost, timeframe, etc.)
title
Request approval to extend an existing contract - Department of Real Estate and Asset Management, RFP#15RFP98638K-JD, Comprehensive Operation and Preventive and Predictive Maintenance Services for Fulton County Jail in the amount of $1,255,002.00 with Johnson Controls, Inc. (Atlanta, GA) to provide continued comprehensive operation, preventive and corrective maintenance services for the Fulton County Jail for an additional three (3) months period. Effective dates: April 1, 2021, through June 30, 2021. (APPROVED)
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Requirement for Board Action (Cite specific Board policy, statute or code requirement)
In accordance with Purchasing Code Section 102-420, contract modifications within the scope of the contract & necessary for contract completion of the contract, in the specifications, services, time of performance or terms and conditions of the contract 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 extension is being requested due to the pending award to a new vendor. The extension provides time to select and recommend a new vendor for approval by the BOC.
Scope of Work:
Community Impact: If these services are not provided the County may be faced with another lawsuit.
This contract provides for management, supervision, labor, materials, supplies, spare parts, tools, equipment, scheduling and coordination, required for effective and economical operation, preventive maintenance, predictive maintenance, corrective/repair maintenance and approved work projects for twelve (12) facility grounds and building systems of the Fulton County Jail Complex.
Facility Maintenance Contractor (FMC) will provide all managerial, administrative and technical functions for the effective and timely accomplishment of the technical requirements described below. The Scope of Work includes all, but not limited to, operation preventive and predictive maintenance and emergency services for the building and building systems in the facilities. The contractor shall be fully responsible for providing customer service, quality control and all other services.
Basic services shall include:
• Facilities Maintenance: day-to-day management
• Operation and Maintenance of Electrical, Mechanical and HVAC Equipment
• Architectural, Structural and Mechanical Maintenance of building including doors, windows and gate systems.
• Carpet repair and replacement
• Millwork (Does not include replacement)
• Appliance repair including repair of kitchen and break room equipment. All equipment must have a Fulton County ID number attached. (Kitchen hood, water coolers, ice machines, refrigerators and microwave ovens)
• Audio systems, video systems, CCTV and cable TV
• Roof and roof components
• Plumbing and grease trap maintenance
• Fire extinguishers
• Fire alarm and fire suppression system, including fire sprinklers
• Exterior lighting including lighting in the parking lot
• Lock and locksmith services including security locks and electronic locks
• Intrusion Alarm Systems
• Elevators and vertical transportation systems
• Trash removal and Recycling
• Propane System
• Diesel system including tanks and pumps
• Facility Grounds and external systems including fire hydrants
Services not included:
• Janitorial Services
• Landscape Maintenance
• Vector Control
• Furniture, Office supplies
• Networking and Telecommunication services
• Personal computers
• Telephone systems
• Inmate imaging and data collection system
• Radio system
• Medical equipment
• Repairs to vandalized systems and components of building systems
Services, Supplies, Materials and Equipment to be furnished by FMC:
The FMC must furnish all tools, spare parts, direct and indirect material and man power required to perform work under this contract. DREAM will be responsible for the payment for the supply of water, electricity and natural gas. However, if there is any interruption in the supply of any/all of the above utilities, the FMC will coordinate with the respective utility vendors and ensure early resumption of utilities
Department Recommendation:
The Department of Real Estate and Asset Management recommends approval to extend existing contract to provide continued comprehensive operation and preventive and predictive maintenance services for the Fulton County Jail for additional three (3) month time period effective; April 1, 2021 through June 30, 2021, to ensure continued preventive and predictive maintenance services for the Fulton County Jail until the new solicitation process is completed, BOC approvals and new contract documents are fully executed for fiscal year 2021.
The existing contract #15RFP98638K-JD will expire on March 31, 2021. For these reasons, we are requesting a 4th extension for three (3) additional months term that will allow the County time to navigate through the following: to allow the new County Sherriff time to get acclimated with the County’s jail operations and staff and to conduct an physical assessment of the jail and equipment in order to provide any technical views/ or recommendation to the new RFP solicitation documents, develop a strategy to conduct an on-site facility tours to allow potential bidders/proposers which requires a mandatory physical on-site visits of both Fulton County Jail Complex and the South Fulton Municipal Regional Jail due to continue health crisis of COVID-19, 30 days solicitation process, evaluation/recommendation process, BOC award approval and the contract execution process.
We anticipate the new cost plus facility maintenance contract to begin July 1, 2021
Historical Expenditures:
*FY2021: The County expenditures as of 2/11/2021, $315,314.50
* FY2020: The County has spent $5,020,000.00
* FY2019: The County has spent $4,785,581.60
* FY2018: The County has spent $4,973,645.20
* FY2017: The County has spent $4,793,370.00
* FY2016: The County has spent $4,840,278.00
Project Implications: Failure to approve this contract extension item will result in increased unnecessary legal fees, unwarranted publicity and without a contract agreement to ensure continued preventive/corrective maintenance services at the Fulton County Jail.
Community Issues/Concerns: None that the Department is aware.
Department Issues/Concerns: If this contract is not extended, DREAM would not be able to maintain the facility as is necessary to ensure the continuity of jail operations. The Department does not have the internal resources necessary to render adequate and timely maintenance service to the jail.
Contract Modification
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Current Contract History |
BOC Item |
Date |
Dollar Amount |
|
Original Award Amount |
15-1101 |
12/2/15 |
$4,589,840.00 |
|
Increase Spending No.1 |
16-0704 |
8/17/16 |
$250,438.00 |
|
1st Renewal |
16-1205 |
12/21/16 |
$4,827,335.00 |
|
2nd Renewal |
17-1070 |
12/20/17 |
$4,973,945.00 |
|
3rd Renewal |
18-0932 |
12/19/18 |
$4,788,965.25 |
|
Extension No. 1 |
19-1012 |
12/4/19 |
$2,510,000.00 |
|
Extension No. 2 |
20-0335 |
5/6/20 |
$2,510,000.00 |
|
Extension No. 3 |
20-0880 |
12/2/20 |
$1,255,002.00 |
|
Extension No. 4 |
|
|
$1,255,002.00 |
|
Total Revised Amount |
|
|
$26,960,527.25 |
Contract & Compliance Information (Provide Contractor and Subcontractor details.)
Contract Value: $1,255,002.00
Prime Vendor: Johnson Controls, Inc.
Prime Status: Non-Minority
Location: Alpharetta, GA
County: Fulton County
Prime Value: $1,006,009.62 or 80.16%
Subcontractor: GSE Facility Services, LLC
Subcontractor Status: African American Male Business Enterprise Certified
Location: Atlanta, GA
County: Fulton County
Contract Value: $135,163.72 or 10.77%
Subcontractor: F. M. Shelton
Subcontractor Status: African American Female Business Enterprise Certified
Location: Atlanta, GA
County: Fulton County
Contract Value: $21,335.03 or 1.70%
Subcontractor: Atco International
Subcontractor Status: White Female Business Enterprise - Non-Certified
Location: Marietta, GA
County: Cobb County
Contract Value: $1,380.50 or 0.11%
Subcontractor: DaCosta’s Plumbing & Backflow Engineers, LLC
Subcontractor Status: White Female Business Enterprise - Non-Certified
Location: Atlanta, GA
County: Fulton County
Contract Value: $21,335.03 or 1.70%
Subcontractor: Nationwide Electrical Testing, Inc.
Subcontractor Status: Asian American Male Business Enterprise - Certified
Location: Alpharetta, GA
County: Fulton County
Prime Value: $1,380.50 or 0.11%
Subcontractor: D & D Services
Subcontractor Status: Non-Minority
Location: Griffin, GA
County: Spalding County
Contract Value: $4,267.01 or 0.34%
Subcontractor: A-1 Septic
Subcontractor Status: African American Male Business Enterprise Certified
Location: Jonesboro, GA
County: Clayton County
Contract Value: $2,510.00 or 0.20%
Subcontractor: Prime Power
Subcontractor Status: White Female Business Enterprise - Non-Certified
Location: Mableton, GA
County: Cobb County
Contract Value: $2,886.50 or 0.23%
Subcontractor: Kaco Supply Co.
Subcontractor Status: African American Female Business Enterprise Certified
Location: Smyrna, GA
County: Cobb County
Contract Value: $1,380.50 or 0.11%
Subcontractor: Aquatrol
Subcontractor Status: Non-Minority
Location: Atlanta, GA
County: Fulton County
Contract Value: $2,886.50 or 0.23%
Subcontractor: Hawk Construction
Subcontractor Status: African American Male Business Enterprise Certified
Location: Ellenwood, GA
County: DeKalb County
Contract Value: $54,467.09 or 4.34%
Total Contract Value: $1,255,002.00 or 100.00%
Total MFBE Value: $241,838.87 or 19.27%
Exhibits Attached (Provide copies of originals, number exhibits consecutively, and label all exhibits in the upper right corner.)
Exhibit 1: Extension No. 4 to Form of Contract
Exhibit 2: Contractor Performance Report
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
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Yes
Total Contract Value
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Original Approved Amount: |
$4,589,840.00 |
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Previous Adjustments: |
$21,115,685.25 |
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This Request: |
$1,255,002.00 |
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TOTAL: |
$26,960,527.00 |
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:
100-520-5224-1116: General, Real Estate and Asset Management, Building Maintenance- $1,255,002.00
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Key Contract Terms |
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Start Date: 4/1/2021 |
End Date: 6/30/2021 |
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Cost Adjustment: Click here to enter text. |
Renewal/Extension Terms: Three (3) month Extension |
Overall Contractor Performance Rating:
Would you select/recommend this vendor again?
Yes
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Report Period Start: |
Report Period End: |
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4/1/2021 |
6/30/2021 |