Department
Real Estate and Asset Management
Requested Action
title
Request approval to renew an existing contract - Department of Real Estate and Asset Management, 25ITB1358450C-JNJ, HVAC Water Treatment in an amount not to exceed $100,000.00, with BenCon Enterprises, Inc. dba Superior Water Services (Marietta, GA), to provide water treatment services for HVAC chilled water systems in 47 County facilities. This action exercises the second of two renewal options. No renewal options remain. Effective dates: January 1, 2027, through December 31, 2027. (APPROVED UPON ADOPTION OF THE CONSENT AGENDA)
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Requirement for Board Action
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
Open and Responsible Government
Commission Districts Affected
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All Districts |
x |
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District 1 |
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District 2 |
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District 3 |
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District 4 |
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District 5 |
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District 6 |
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Is this a purchasing item?
Yes
Summary & Background: This contract furnishes all materials, labor, tools, equipment, and appurtenances necessary to provide HVAC Water Treatment services in the chilled water systems of 47 Fulton County facilities. Over time, chilled water piping in closed-loop HVAC systems can develop scale, corrosion, and biological growth. This contract provides for the testing of chilled water and the associated chemical treatment to improve system efficiency, extend equipment life, reduce maintenance costs, and enhance environmental health and safety.
This is a time and material contract. The requested spending authority in the total amount of $100,000.00 for FY2027 will cover the costs associated with dosing related chemical/materials for treatment on and disposing waste from variety of water systems: Cooling Tower, Hot Water Systems, Chilled Water Systems, and Low-Pressure Steam Boilers for approximately 47 Fulton County facilities.
Scope of Work: The Scope of Work includes but is not limited to performing the following tasks:
A. Ensure the quality of water conforms to relevant specifications of ASME (American Society of Mechanical Engineers)/ASHRAE (American Society for Heating, Refrigeration and Air Conditioning Engineers).
B. Maintain and monitor all chemical feed equipment necessary for maintaining the Water Treatment Program on all equipment listed.
C. Deliver the chemicals and dose at required concentration and frequency.
D. Inspect and maintain the chemical equipment in a periodic manner and make corrective actions as required to meet the requirements in paragraph A above.
E. Collect and analyze samples periodically and determine the type of treatment required.
F. Analyze the treated water to confirm that they are within the specified limits of various parameters.
G. Review the dosing system and chemicals, water feed rate and bleed rate to ensure quality of treated water.
H. Advise the County’s representative of any unusual circumstances in the system that will affect the quality of water adversely. Such report shall be made within two (2) days of observing the problem.
I. Visit the sites as per the schedule shown and arrange to schedule with representatives of the County the exact date and time of visit to various facilities.
J. Store all chemicals/materials and dispose of the waste in a manner strictly in compliance with relevant EPA and/or OSHA regulations.
K. Displaying the MSD related to all the chemicals used in the storage area and dosing area.
L. Provide written reports on the quality of water after each visit. The test report shall include all the parameters mentioned above or other information confirming the parameters.
M. Provide inspections upon request within a two (2) day notification period and have qualified personnel available and on-call twenty-four (24) hours per day/seven (7) days per week to meet emergency requirements.
N. Provide verifiable user/application referral list to demonstrate a minimum of five (5) years safe and effective in-service use and efficiency.
Community Impact: Contract ensures the operational efficiency and continuity of various HVAC systems allowing County facilities to be utilized by the public and County staff.
Department Recommendation: The Department of Real Estate and Asset Management recommends approval.
Project Implications: This service keeps the County compliant with industry best practices intended to eliminate harmful buildup in the chilled water piping of closed loop HVAC systems.
Community Issues/Concerns: None that the Department is aware.
Department Issues/Concerns: If this renewal contract is not approved, the Department cannot provide the necessary water treatment services to protect HVAC systems across the County.
Contract Modification
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Current Contract History |
BOC Item |
Date |
Dollar Amount |
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Original Award Amount |
102-369 |
6/1/25 |
$70,000.00 |
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1st Renewal |
25-0662 |
9/17/25 |
$100,000.00 |
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2nd Renewal |
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$100,000.00 |
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Total Revised Amount |
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$270,000.00 |
Contract & Compliance Information
Contract Value: $100,000.00
Prime Vendor: BenCon Enterprises, Inc. dba Superior Water Services
Prime Status: Non-Minority
Location: Marietta, GA
County: Cobb County
Prime Value: $100,000.00 or 100.00%
Total Contract Value: $100,000.00 or 100.00%
Total Certified Value: $00.00 or 0.00%
Exhibits Attached
Exhibit 1: Contract Renewal Agreement
Exhibit 2: Performance Evaluation
Exhibit 3: Contract Renewal Evaluation Form
Contact Information
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Joseph N. Davis, Director, Department of Real Estate and Asset Management, (404) 612-3772
Contract Attached
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Yes
Previous Contracts
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Yes
Total Contract Value
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Original Approved Amount: |
$70,000.00 |
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Previous Adjustments: |
$100,000.00 |
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This Request: |
$100,000.00 |
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TOTAL: |
$270,000.00 |
Fiscal Impact / Funding Source
Funding Line 1:
100-520-5225-1116: General, Real Estate and Asset Management, Building Maintenance- $100,000.00 “Subject to availability of funding adopted for FY2027 by BOC”
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Key Contract Terms |
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Start Date: 1/1/2027 |
End Date: 12/31/2027 |
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Cost Adjustment: |
Renewal/Extension Terms: No renewal options remain |
Overall Contractor Performance Rating: 85
Would you select/recommend this vendor again?
Yes
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Report Period Start: |
Report Period End: |
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3/1/2026 |
5/31/2027 |