Department
Real Estate and Asset Management
Requested Action
title
Request approval to increase spending authority - Department of Real Estate and Asset Management, 25ITBC1368307C-JNJ, HVAC Equipment and Parts, in the total amount not to exceed $30,000.00 with Shelton Supply, dba F. M. Shelton, Inc. (Atlanta, GA), to cover the cost to purchase additional HVAC parts and related equipment to maintain a sufficient level of parts on-hand for maintenance/repairs. Effective upon BOC approval. (APPROVED)
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Requirement for Board Action
In accordance with Purchasing Code Section 102-420, contract modifications within the scope of the contract and necessary for contract completion, 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
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: The requested spending authority of $30,000.00 will allow the Department to purchase additional HVAC parts and related items needed to facilitate in-house HVAC repairs required to keep the County’s HVAC systems online and with minimal downtime. The current approved authority is not sufficient to cover the rising cost of HVAC parts and supplies for the remainder of the year.
Scope of Work: This contract provides HVAC manufacturer equipment and replacement parts on an as-needed basis. The contract supports the Department of Real Estate and Asset Management (DREAM) heating and air conditioning staff in performing required maintenance, diagnostic testing, and repairs on approximately 1,000 existing air conditioning systems, ranging from 10,000 to 25,000 BTUs, throughout the County. DREAM receives an average of 2,000 HVAC work orders per year for maintenance-related issues.
Community Impact: Ensures continuous operation of HVAC systems throughout County facilities so that service delivery disruption is minimized.
Department Recommendation: The Department of Real Estate and Asset Management recommend approval.
Project Implications: The increase in spending authority will provide the necessary flexibility for purchasing additional HVAC equipment and parts needed to support the in-house HVAC maintenance staff.
Community Issues/Concerns: None that the Department is aware.
Department Issues/Concerns: If this increase in spending authority is not approved, DREAM will not have the ability to purchase additional HVAC equipment and parts, and will not be able to facilitate minor HVAC repairs with in-house staff.
Contract Modification
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Current Contract History |
BOC Item |
Date |
Dollar Amount |
|
Original Award Amount |
102-369 |
6/1/25 |
$100,000.00 |
|
1st Renewal |
25-0664 |
9/17/25 |
$110,000.00 |
|
Increase Spending Authority No. 1 |
|
|
$30,000.00 |
|
Total Revised Amount |
|
|
$240,000.00 |
Contract & Compliance Information
Contract Value: $30,000.00
Prime Vendor: Shelton Supply dba F. M. Shelton
Prime Status: Minority Female Business Enterprise
Location: Atlanta, GA
County: Fulton County
Prime Value: $30,000.00 or 100.00%
Total Contract Value: $30,000.00 or 100.00
Total Certified Value: $30,000.00 or 100.00
Exhibits Attached
Exhibit 1: Amendment No. 1 to Form of Contract
Exhibit 2: Performance Evaluation
Contact Information
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: |
$110,000.00 |
|
This Request: |
$30,000.00 |
|
TOTAL: |
$240,000.00 |
Fiscal Impact / Funding Source
Funding Line 1:
100-520-5222-1450: General, Real Estate and Asset Management, Maintenance Supplies- $30,000.00
|
Key Contract Terms |
|
Start Date: Upon BOC Approval |
End Date: 12/31/2026 |
|
Cost Adjustment: |
Renewal/Extension Terms: N/A |
Overall Contractor Performance Rating: 76
Would you select/recommend this vendor again?
Yes
|
Report Period Start: |
Report Period End: |
|
1/1/2026 |
2/28/2026 |