Department
Real Estate and Asset Management
Requested Action (Identify appropriate Action or Motion, purpose, cost, timeframe, etc.)
title
Request approval of the lowest responsible bidder - Department of Real Estate and Asset Management, 25ITB1393177C-JNJ, Testing and Repair of Backflow Devices in the amount of $200,000.00 with Maxair Mechanical LLC (Marietta, GA), to provide on-site testing and repair of approximately 183 backflow preventive (BFP) devices for required maintenance on an “as-needed” basis for Fulton County facilities. Effective dates: January 1, 2026 through December 31, 2026, with two renewal options. (APPROVED)
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Requirement for Board Action (Cite specific Board policy, statute or code requirement)
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 Yes
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
Request approval of lowest bidder to provide on-site testing and repair of approximately 183 backflow preventive (BFP) devices on an “as-needed” basis for Fulton County facilities for FY2026.
Scope of Work: This contract furnishes all materials, parts, labor, equipment, transportation, and appurtenances necessary to provide on-site testing and repair of approximately 183 backflow preventive (BFP) devices for required maintenance on an “as-needed” basis for Fulton County facilities.
The scope of work includes, but is not limited to:
Repairs:
• Devices found defective during testing, notify Department in writiing.
• Provide a report to each zone in electronic format including the details of each device, the details of BFP installed, and the test results.
• Repair will be carried out based on parts and labor used for the repair.
• Contractor must arrange for and obtain any necessary permits from local authorities, if required, for working on the water supply system to a building.
System Impairment:
• Before starting work, the Contract must meet with County representative (DREAM) to discuss and agree upon a program for execution of any part of the contract.
• Notify and coordinate with the appropriate County representative (DREAM) before shutting off water connections to the facility, applicable water lines, systems, and/or fire suppression systems, etc.
• Valid Master II Plumber’s License issued by the State of Georgia, completed course of study in the repair of backflow preventers recognized by the Environmental Protection Division of the Georgia Department of Natural Resources, and must have a valid certification from a tester certification program.
Community Impact: This contract is necessary to have working backflow plumbing systems to protect the County patrons and employees in County facilities against the contamination and/or pollution of the water supply.
Department Recommendation: The Department of Real Estate and Asset Management recommends approval of the lowest responsible and responsive bidder to provide on-site testing and repair of approximately 183 backflow preventive (BFP) devices for required maintenance on an “as-needed” basis for Fulton County facilities for FY2026.
Procedure for Basis of Award:
The recommendation for the award was based on the bidders’ prices for testing approximately 183 total devices and per hour labor charges for repairing backflow devices for each of the three (3) geographical zones (Central, North, and South) for Fulton County facilities; and totaling up all costs for all three zones and per hour labor charge for Base Bid Amount to determine the lowest responsible bidder(s) complying with the provisions of this ITB.
Recommendation:
The County received and evaluated two (2) bid responses to the solicitation. Maxair Mechanical, LLC submitted the lowest responsible and responsive bid in the amount of $13,575.00. B & W Mechanical Contractors, Inc. submitted the 2nd lowest responsible and responsive bid in the amount of $21,075.00. Therefore, we recommend Maxair Mechanical, LLC to provide on-site testing and repair of approximately 183 backflow preventive (BFP) devices for required maintenance on an “as-needed” basis for Fulton County facilities for FY2026.
Maxair Mechanical, LLC does not have a current contract with Fulton County and will be evaluated upon performance.
This is a time and materials contract. The requested spending authority in the amount of $200,000 will cover the costs for parts/components and hourly labor charges for annual testing and repairs of approximately 183 various types of installed backflow prevention (BFP) located in Fulton County facilities for FY2026.
Project Implications: This contract is critical to ensuring compliance with Federal, State, and local EPA/EPD regulations.
Community Issues/Concerns: None that the Department is aware.
Department Issues/Concerns: If this contract is not approved, DREAM does not have the internal capacity to perform the mandating testing and repairing of the backflow systems across the County.
Contract Modification No, this a new procurement.
Contract & Compliance Information (Provide Contractor and Subcontractor details.)
Contract Value: $200,000.00
Prime Vendor: Maxair Mechanical LLC
Prime Status: Non-Minority
Location: Marietta, GA
County: Cobb County
Prime Value: $200,000.00 or 100.00%
Total Contract Value: $200,000.00 or 100.00%
Total Certified Value: $0.00 or 0.00%
Exhibits Attached
Exhibit 1: Bid Tabulation Sheet
Exhibit 2: Contractor’s Performance Report
Exhibit 3: Department Recommendation Memo
Contact Information
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Joseph N. Davis, Department of Real Estate and Asset Management, (404) 612-3772
Contract Attached
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No
Previous Contracts
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No
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: |
$200,000.00 |
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TOTAL: |
$200,000.00 |
Fiscal Impact / Funding Source
Funding Line 1:
100-520-5220-1116: General, Real Estate and Asset Management, Building Maintenance-$200,000.00 “Subject to availability of funding adopted for FY 2026 by BOC”.
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Key Contract Terms |
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Start Date: 1/1/2026 |
End Date: 12/31/2026 |
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Cost Adjustment: N/A |
Renewal/Extension Terms: Two One-Year Renewal Options |
Overall Contractor Performance Rating: N/A
Would you select/recommend this vendor again? N/A
Choose an item.
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Report Period Start: |
Report Period End: |
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N/A |
N/A |