Department
Real Estate and Asset Management
Requested Action
title
Request approval to increase spending authority - Department of Real Estate and Asset Management, SWC90816, Motor Vehicle Maintenance & Inventory Management Services, in the amount not to exceed $200,000.00 with Automotive Rental Inc. dba Holman (Mt. Laurel, NJ), to cover costs associated with an increased volume of heavy equipment repairs, as well as costs associated with increased labor rates for work on specialized heavy equipment. Effective upon BOC approval.
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Requirement for Board Action
In accordance with Purchasing Code Section 102-420, contract modifications within the scope of the contract and necessary for completion of the contract, in the specifications, services, time of performance or terms and conditions of the contract, shall be forwarded to the Board of Commissioners for approval.
Strategic Priority Area related to this item
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 increased spending authority is requested to cover the approximately 26% increase in the number of non-pursuit vehicle repairs and preventive maintenance cost for heavy equipment for the remainder of FY2025. DREAM is also experiencing increased costs associated with corrective repairs completed on specialized heavy equipment. One recent repair of a sewage vacuum truck for Public Works cost the County $19,000.
The Department does not have adequate staffing, equipment, or resources to complete all needed fleet and heavy equipment repairs. A vehicle in the heavy and specialized equipment category requires specialized mechanics and/or equipment or requires that repairs only be performed by factory-authorized vendors.
Scope of Work: This contract provides active supervision of the vendors in the network including quality of service, billing, invoicing, and the hourly fee structure for each repair type. The scope of service includes all labor, parts, equipment, materials, and transportation for the repair of the County-owned equipment or vehicles placed in the network. The annual network fees are $5.82 per month/per vehicle.
Community Impact: None that the Department is aware of.
Department Recommendation: The Department of Real Estate and Asset Management recommends approval.
Contract management is coordinated by the Department of Real Estate and Asset Management, Central Maintenance Fleet Division.
Project Implications: The approval of this increase in spending authority will allow DREAM to complete fleet repairs in a timely fashion, ensuring service delivery to the citizens of Fulton County.
Community Issues/Concerns: None that the Department is aware of.
Department Issues/Concerns: If this increase in spending authority is not approved, there will be delays in repairs performed by factory-authorized vendors for heavy/specialty vehicles and road equipment for Fulton County’s fleet for the remainder of FY2025.
Contract Modification
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Current Contract History |
BOC Item |
Date |
Dollar Amount |
|
Original Award Amount |
24-0752 |
11/6/24 |
$755,000.00 |
|
Increase Spending Authority No. 1 |
|
|
$200,000.00 |
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Total Revised Amount |
|
|
$955,000.00 |
Contract & Compliance Information (Provide Contractor and Subcontractor details.)
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Exhibits Attached (Provide copies of originals, number exhibits consecutively, and label all exhibits in the upper right corner.)
Exhibit 1: SWC90816
Exhibit 2: Cooperative Purchasing Justification and Approval Form
Contact Information (Type Name, Title, Agency and Phone)
title
Joseph N. Davis, Director, Department of Real Estate and Asset Management, (404) 612-3772
Contract Attached
title
Yes
Previous Contracts
title
Yes
Total Contract Value
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Original Approved Amount: |
$755,000.00 |
|
Previous Adjustments: |
$0.00 |
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This Request: |
$200,000.00 |
|
TOTAL: |
$955,000.00 |
Fiscal Impact / Funding Source
Funding Line 1:
700-520-5223-1710: General, Real Estate and Asset Management, Garage Parts- $63,782.42
Funding Line 2:
100-520-5220-1110: General, Real Estate and Asset Management, Vehicle Maintenance & Repair- $22,060.01
Funding Line 3:
100-520-5223-1110: General, Real Estate and Asset Management, Vehicle Maintenance & Repair - $14,157.57
Funding Line 4:
201-540-5459-1110: Water & Sewer Revenue, Public Works, Vehicle Maintenance & Repair- $28,879.42
Funding Line 5:
201-540-5469-1110: Water & Sewer Revenue, Public Works, Vehicle Maintenance & Repair- $56,000.00
Funding Line 6:
203-540-5453-1110: Water & Sewer Revenue, Public Works, Vehicle Maintenance & Repair- $15,120.58
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Key Contract Terms |
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Start Date: Upon BOC Approval |
End Date: 12/31/2025 |
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Cost Adjustment: |
Renewal/Extension Terms: N/A |
Overall Contractor Performance Rating: N/A
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 |