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, 24ITB143254C-JH, Mail Services Operation in an amount not to exceed $349,424.16, with Moore Partners, Inc. dba More Business Solutions (Peachtree Corners, GA) to provide mail services Countywide. Effective dates: January 1, 2025, through December 31, 2025, 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 (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 This contract provides operational management mail services for Fulton County agencies which includes all mail equipment, trained management, equipment maintenance and personnel under the direction of the Department of Real Estate and Asset Management
Scope of Work: The Scope of Work consists of:
Ø Pick-up and delivery services for approximately 37 mail stops in the Government Center and Judicial Center Complexes and approximately 59 remote locations with inter-office mail to include the Central Warehouse, 4700 Northpoint Parkway, and the Fulton County Animal Services facility.
Ø USPS mail by metered mailing and management services for domestic express mail and package deliveries.
Ø Pre-sort mailing services.
Ø Provide user Departments/agencies monthly reports on their operating costs associated with mail services for volume and pickup, deliveries, and courier services.
Community Impact: The contract has limited community impact.
Department Recommendation: The Department of Real Estate and Asset Management recommends approval.
Procedure for Basis of Award:
The recommendation for the award was based on the bidders’ calculations of a monthly base management fee which consists of inter-office mail delivery, pre-sort mailing services for processing based upon volume of number of pieces, internal and external couriers, bulk mailing, handling fees, and the addition of processing e-certified envelopes per pieces. The total base bid amount is the total management fee cost that is a recurring monthly compensation x 12 (Annual Total Cost).
Award Recommendation:
The Department received and evaluated two (2) bid responses to the solicitation. Moore Partners, Inc., submitted the lowest base bid in the amount of $349,424.16 and MEI Mail Services submitted a base bid amount of $1,044,240.00 (see Exhibit #1). DREAM is recommending award to Moore Partners, Inc., as the overall lowest responsive and responsible bidder to provide mail services for Fulton County for FY2025.
The requested spending authority in the total amount of $349,424.16 is sufficient to cover these anticipated costs for FY2025.
Project Implications: This service is critical as it services approximately 37 mail stops in the Government Center and Judicial Center Complexes and approximately 59 remote locations for pick-up and delivery services, which, without it, would require mail equipment at each of these sites.
Community Issues/Concerns: None of which the Department is aware.
Department Issues/Concerns: If this contract is not approved, the Department cannot provide mail services operation to approximately 37 mail stops in the Government Center and Judicial Center Complexes and approximately 59 remote locations and employ personnel to handle inter-office mail services, delivery of mail to USPS daily, as well as the processing of presort mailing services.
Contract Modification: This a new procurement
Contract & Compliance Information (Provide Contractor and Subcontractor details.)
Contract Value: $349,424.16
Prime Vendor: Moore Partners, Inc. dba More Business Solutions
Prime Status: White Female Business Enterprise
Location: Peachtree Corners, GA
County: Fayette County
Prime Value: $349,424.16 or 100.00%
Total Contract Value: $349,424.16 or 100.00%
Total Certified Value: $349,424.16 or 100.00%
Exhibits Attached (Provide copies of originals, number exhibits consecutively, and label all exhibits in the upper right corner.)
Exhibit 1: Bid Tabulation Sheet
Exhibit 2: Performance Evaluation Report
Exhibit 3: Department Recommendation Memo
Contact Information (Type Name, Title, Agency and Phone)
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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: |
$349,424.16 |
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TOTAL: |
$349,424.16 |
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:
700-520-5201-1711: Internal Services Fund, Real Estate and Asset Management, Printing- $349,424.16 “Subject to availability of funding adopted for FY2025 by BOC”
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Key Contract Terms |
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Start Date: 1/1/2025 |
End Date: 12/31/2025 |
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Cost Adjustment: |
Renewal/Extension Terms: Two, one-year renewal options |
Overall Contractor Performance Rating: 100
Would you select/recommend this vendor again?
Yes
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Report Period Start: |
Report Period End: |
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4/1/2024 |
6/30/2024 |