Department
Real Estate and Asset Management
Requested Action (Identify appropriate Action or Motion, purpose, cost, timeframe, etc.)
title
Request approval of a revenue generating contract - Department of Real Estate and Asset Management, 23ITB138788C-JNJ, Electronic Equipment Recycling Services with Vantage Point ITAD, Inc. (Oklahoma City, OK), to provide electronic equipment recycling services for the County. This is a revenue generating contract and the anticipated revenue is $23,000.00 annually. Effective dates: January 1, 2024 through December 31, 2024, with two renewal options. (APPROVED UPON ADOPTION OF THE CONSENT AGENDA)
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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 (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: To provide electronic equipment recycling services for Fulton County for fiscal year 2024.
Scope of Work: This contract allows the County to adhere to state law regarding recycling services of salvaged electronic equipment for the Department of Real Estate and Asset Management on an “as needed basis”. The scope of work includes:
• The contractor shall provide all transportation services, storage containers, materials, equipment, technical and management support, and personnel required to perform the services requested by the County.
• All computers and electronic equipment shall be picked up by the Contractor and delivered to an approved and licensed recycling facility. At the facility, the computers shall be disassembled, reclaimed, and prepared for marketing as a raw material in a manner that constitutes recycling as defined by and in strict adherence and compliance with EPA, Federal, State of Georgia, Georgia D.O.T, OSHA, and Fulton County environmental regulations as well as any and all applicable federal, state, and local governmental entities. All recycling services shall meet and comply with all standards under the EPA's Resource Conservation and Recovery Act (RCRA).
• Recycling Vendor must be certified by either Responsible Recycling Practices (R2) or e-stewards. Additionally, vendor must be ISO 14001 and OHSAS 18001 certified. Copy of certification is required with submittal of quote.
• Contractor shall provide to the County, within thirty (30) days after pickup of computers and equipment, a Certification of Destruction & Recycling” document, confirming that all data storage devices have been erased or destroyed to adhere to either NIST 800-88 or highest NAID standards. NO COMPUTER EQUIPMENT OR RECYCLED MATERIAL IS TO BE DISPOSED OF IN A LANDFILL.
• All equipment used by the Contractor to collect, store, containerize, transport, and otherwise handle computer related hazardous waste shall meet all federal, state, and local requirements. Appropriate vehicles must be used to collect and transport the computers and the vehicles must display appropriate placards and decals. The Contractor shall provide enough DOT approved collection containers for the safe collection, storage, and shipment of the computers. The containers shall display all appropriate warning labels, and/or decals.
The collection containers shall be the forty (40) cubic yard, open-top, roll-off, or trailer type container. When a service call is placed to empty/replace/remove a container, vendor must respond within twenty-for (24) hours from time of call.
The vendor will be responsible for sorting all electronic equipment that is placed in the container.
The vendor must provide a minimum of (2) two containers to be placed in various locations in Fulton County. The County may request additional containers during mass computer replacement cycles.
The following items are some examples of electronic equipment scrap that will be discarded:
§ Computers
§ Laptops
§ Computer Monitors
§ Keyboards
§ Mice
§ Scanners
§ Printers
§ Hard Drives
§ Tape Drives
§ Typewriters
§ Fax Machines
§ Calculators
• Fulton County’s IT Department will remove all hard drives from all salvaged computers delivered to the Surplus Warehouse. If by chance any computer hard drives were not removed from salvaged computers, the vendor will be responsible for destroying any information left on the hard drives and certifying that all hard drives left intact with the computers are completed destroyed.
Community Impact: This service impacts the community because it is necessary to maintain a safe environmental for the patrons and employees in County facilities.
Department Recommendation: The Department of Real Estate and Asset Management recommends approval.
This contract is anticipated to generate revenues of approximately $20,000.00 - $25,000.00 per year. DREAM will coordinate and manage the collection of salvaged electronic equipment from all County Departments.
Procedure for Basis of Award:
The recommendation for the award was based on the bidders’ prices to be paid to Fulton County per unit price for various computer monitor/CRT, computer CPU, printer, keyboards, price per 100 pounds (CWT) for all other electronic equipment to determine the Net Value to the County or the highest return for recycled electronic equipment which will be considered for an award to provide electronic equipment recycling services for Fulton County for fiscal year 2024.
Procedure for Basis of Award:
The County received and evaluated five (5) bid responses to the solicitation. The recommendation for the award was based on the bidders’ prices to be paid to Fulton County per unit price for various computer monitor/CRT, computer CPU, printer, keyboards, price per 100 pounds (CWT) for all other electronic equipment to determine the Net Value to the County or the highest return for recycled electronic equipment which will be considered for an award to provide electronic equipment recycling services for Fulton County for fiscal year 2024.
The recommendation was made to the vendor that submitted the highest total returns.
Project Implications: This service is critical for recycling services of electronic equipment for County wide agencies.
Community Issues/Concerns: None of which the Department is aware.
Department Issues/Concerns: If this contract is not approved, the County will not be able to provide electronic equipment recycling services with revenue generation.
Contract Modification: New Procurement
Contract & Compliance Information (Provide Contractor and Subcontractor details.)
Contract Value: $Revenue Generating
Prime Vendor: Vantage Point ITAD, Inc
Prime Status: Non-Minority
Location: Oklahoma City, OK
County: Oklahoma County
Prime Value: $Revenue Generating
Total Contract Value: $Revenue Generating
Total Certified Value: $Revenue Generating
Exhibits Attached
Exhibit 1: Bid Tabulation Sheet
Exhibit 2: Contractor’s Performance Report
Exhibit 3: Department Recommendation Memo
Contact Information (Type Name, Title, Agency and Phonele)
Joseph N. Davis, Director, Department of Real Estate and Asset Management, (404) 612-3772.
Contract Attached
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No
Previous Contracts
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Yes
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: |
Revenue generating |
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TOTAL: |
Revenue generating |
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:
All fees collected will deposited into funding line 100-520-2706-6070
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Key Contract Terms |
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Start Date: 1/1/2024 |
End Date: 12/31/2024 |
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Cost Adjustment: |
Renewal/Extension Terms: Two renewal options |
Overall Contractor Performance Rating: New Vendor
Would you select/recommend this vendor again?
Yes
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Report Period Start: |
Report Period End: |
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N/A |
N/A |