Department
Community Development
Requested Action (Identify appropriate Action or Motion, purpose, cost, timeframe, etc.)
title
Request approval to close out an existing contract - Department Community Development, 22RFP026A-CJC, Housing Rehabilitation Program in the amount of $14,525.46 for the final payment covering services rendered from January 2024 through December 2024. Effective upon BOC approval. (APPROVED)
body
Requirement for Board Action (Cite specific Board policy, statute or code requirement)
In accordance with Purchasing Code Section 102-416(g), the purpose of the closeout process is to verify that both parties to the contract have fulfilled their contractual obligations and that there are no responsibilities remaining. A contract is completed when all goods and services have been received and accepted; all reports have been delivered and accepted; all administrative actions have been accomplished; all county furnished equipment and material has been returned; and final payment has been made to the contractor.
Strategic Priority Area related to this item (If yes, note strategic priority area below)
Health and Human Services
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 request is to close-out the contract and to process final payment covering services rendered from January 2024 through December 2024.
These services include housing rehabilitation activities such as general program administration, marketing, customer relations, applicant screening and qualification, project management, contractor oversight, and reporting
The Owner-Occupied Rehabilitation Program provides a mechanism for eligible homeowners to bring their homes into compliance with local codes and provide safe, decent housing for lower-income individuals. Through Meals on Wheels, program funds are issued to contractors that perform specified repairs to the homes of eligible homeowners. On January 18, 2023, pursuant to Agenda Item 23-0031, the Board of Commissioners approved a recommended proposal by Meals on Wheels, Inc. in the amount of $864,254.61. This agreement was effective upon approval through December 31, 2024, and was 100 percent grant funded.
On September 20, 2023, under Agenda Item 23-0635, the Board of Commissioners approved a request to increase the spending authority by $662,401.00, raising the total contract amount to a maximum of $1,526,655.61. This increase in spending authority was effective immediately upon BOC approval and remained in effect through December 31, 2024.
On January 24, 2024, as part of the adopted 2024 budget, the Board of Commissioners approved an increase to the Department of Community Development’s budget by $662,401 to provide housing rehabilitation services. The total contract amendment in the amount of $812,401 includes, $662,401 in General Fund and $150,000 in CDBG grant funding. The contract amendment was effective upon BOC approval through December 31, 2024, which matches the grant term.
Scope of Work: The Owner-Occupied Rehabilitation Program provides a mechanism for eligible homeowners to bring their eligible house into compliance with local codes and provide safe, decent housing for lower income individuals. Meals on Wheels issued Program funds to contractors to perform specified repairs to the homes of eligible homeowners.
Community Impact: Community Development, through the Housing Rehabilitation Program, delivers quality housing rehabilitation services to Fulton County constituents.
Department Recommendation: The department recommends the BOC approve to close out the contract.
Project Implications: N/A
Community Issues/Concerns: N/A
Department Issues/Concerns: If approval to Close out the Contract is not granted, the Department will not be able to pay final invoices for services rendered from January 2024 through December 2024.
Contract Modification
|
Current Contract History |
BOC Item |
Date |
Dollar Amount |
|
Original Award Amount |
23-0031 |
1-1-2023 |
$864,254.61 |
|
Amendment No. 1 (General Funds) |
23-0635 |
9-20-2023 |
$662,401.00 |
|
Amendment No. 2 (General Funds) |
24-0205 |
3-20-2024 |
$662,401.00 |
|
Amendment No. 2 (Grant Funds) |
24-0205 |
3-20-2024 |
$150,000.00 |
|
Requested Amount (From the FY2025 General Fund budget allocation) |
|
|
$14,525.46 |
|
Total Revised Amount |
|
|
$2,353,582.07 |
Contract & Compliance Information (Provide Contractor and Subcontractor details.)
Contract Value: $14,525.46
Prime Vendor: Meals on Wheels (Contract Closeout)
Prime Status: Non-Profit
Location: Atlanta, GA
County: Fulton County
Prime Value: $14,525.46 or 100.00%
Total Contracting Value: $14,525.46 or 100.00%
Total Certified Value: Non-Profit
Exhibits Attached
Exhibit 1: Cost Proposal
Exhibit 2: Performance Evaluation
Contact Information (Type Name, Title, Agency and Phone)
title
Stan Wilson, Director, Department of Community Development, 470-526-9655
Contract Attached
title
No
Previous Contracts
title
Yes
Total Contract Value
|
Original Approved Amount: |
$864,254.61 |
|
Previous Adjustments: |
$1,474,802.00 |
|
This Request: |
$14,525.46 |
|
TOTAL: |
$2,353,582.07 |
Grant Information Summary
|
Amount Requested: |
|
☐ |
Cash |
|
Match Required: |
|
☐ |
In-Kind |
|
Start Date: |
|
☐ |
Approval to Award |
|
End Date: |
|
☐ |
Apply & Accept |
|
Match Account $: |
|
|
|
Fiscal Impact / Funding Source
Funding Line 1:
100-121-18HR-V109: General Fund, Community Development, Housing Rehab $14,525.46; Pending BOC Approval of the FY25 Budget
|
Key Contract Terms |
|
Start Date: Upon BOC Approval |
End Date: 12/31/2024 |
|
Cost Adjustment: Click here to enter text. |
Renewal/Extension Terms: None |
Overall Contractor Performance Rating:
Would you select/recommend this vendor again?
Yes
|
Report Period Start: |
Report Period End: |
|
7/1/2024 |
9/30/2024 |