Department
Real Estate and Asset Management
Requested Action (Identify appropriate Action or Motion, purpose, cost, timeframe, etc.)
title
Request approval to renew existing contracts - Department of Real Estate and Asset Management, 22ITB134894C-MH, Maintenance and Testing of Fire Intrusion Alarm Systems in a total amount not to exceed $105,000.00 with (A) VSC Fire & Security, Inc. (Norcross, GA) in an amount not to exceed $70,000.00; and (B) Entec Systems, Inc. (Suwanee, GA) in an amount not to exceed $35,000.00, to provide on-site maintenance and testing of fire-intrusion alarm systems on an annual or as needed basis for County facilities. This action exercises the first of two renewal options. One renewal option remains. Effective dates: January 1, 2024 through December 31, 2024. (APPROVED UPON ADOPTION OF THE CONSENT AGENDA)
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Requirement for Board Action
In accordance with Purchasing Code Section 102-394(6), all renewal requests shall be presented to the Board of Commissioners at least 90 days prior to the contract renewal date, 60 days if the contract term is six (6) months or less.
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: These contracts furnish all materials, labor, tools, equipment and appurtenances necessary to provides preventive maintenance and testing for all system components to include fire alarm main and sub panels and intrusion alarm connections for all Fulton County facilities.
Scope of Work: The Scope of Work also includes, but is not limited to:
• LED lamps & batteries
• Smoke and heat detectors
• Horns and strobes
• Duct smoke detector
• Pull stations
• Fireman phone jacks
• Override panels
Community Impact: This contract focuses on the safety of the buildings which are visited by citizens. This contract covers the annual maintenance and inspection of the fire-intrusion alarm systems in the buildings for any deficiency that may be observed that would put the building out of compliance. Additionally, any corrective repairs that need to be conducted to maintain the systems in operation and ensure compliance with fire codes are provided under this contract.
Department Recommendation: The Department of Real Estate and Asset Management recommends approval to renew existing contracts to provide on-site maintenance and testing of the fire-intrusion alarm systems for Fulton County facilities for fiscal year 2024.
This contract is a time and materials contract that requires covering the cost for replacement of all parts/components and labor for inspections and maintenance repairs. The requested spending authority in the amount of $105,000 for FY2024 is required to address additional facilities being added to the overall County portfolio.
Project Implications: Current fire code/regulations requires that all fire alarm and suppression systems be tested with any noted deficiencies addressed in short order as mandated by the State Fire Marshall.
Community Issues/Concerns: The Department is aware of none at this time.
Department Issues/Concerns: If these contracts are not approved, the Department will not be able to provide the required maintenance and testing of fire-intrusion alarm systems in Fulton County facilities and without testing to determine deficiencies in the systems. Consequently, it will increase the risk potential for the County.
Contract Modification
(A) VSC Fire & Security, Inc.
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Current Contract History |
BOC Item |
Date |
Dollar Amount |
|
Original Award Amount |
22-0873 |
11-16-2022 |
$65,000.00 |
|
1st Renewal |
|
|
$70,000.00 |
|
Total Revised Amount |
|
|
$135,000.00 |
(B) Entec Systems, Inc.
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Current Contract History |
BOC Item |
Date |
Dollar Amount |
|
Original Award Amount |
22-0873 |
11-16-2022 |
$35,000.00 |
|
Spending Authority Increase #1 |
23-0374 |
6-7-2023 |
$35,975.00 |
|
1st Renewal |
|
|
$35,000.00 |
|
Total Revised Amount |
|
|
$105,975.00 |
Contract & Compliance Information (Provide Contractor and Subcontractor details.)
Contract Value: $105,000.00
(A)
Contract Value: $70,000.00
Prime Vendor: VSC Fire & Security, Inc.
Prime Status: Non-Minority
Location: Norcross, GA
County: Gwinnett County
Prime Value: $70,000.00 or 100.00%
Total Contract Value: $70,000.00 or 100.00%
Total Certified Value: $0.00 or 0.00%
(B)
Contract Value: $35,000.00
Prime Vendor: Entec Systems, Inc.
Prime Status: Small Business Enterprise (SBE)
Location: Suwanee, GA
County: Gwinnett County
Prime Value: $35,000.00 or 100.00%
Total Contract Value: $35,000.00 or 100.00%
Total Certified Value: $35,000.00 or 100.00%
Grand Contract Value: $105,000.00 or 100.00%
Grand Certified Value: $35,000.00 or 33.33%
Exhibits Attached
Exhibit 1: Contract Renewal Agreements
Exhibit 2: Contractor Performance Reports
Exhibit 3: Contract Renewal Evaluation 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: |
$100,000.00 |
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Previous Adjustments: |
$35,975.00 |
|
This Request: |
$105,000.00 |
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TOTAL: |
$240,975.00 |
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:
100-520-5221-1116: General, Real Estate and Asset Management, Building Maintenance-$105,000.00 “Subject to availability of funding adopted for FY2024 by BOC”
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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: One renewal option remains |
Overall Contractor Performance Rating:
VSC Fire & Security, Inc. - 82
Entec Systems, Inc. - 85
Would you select/recommend this vendor again?
Yes
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Report Period Start: |
Report Period End: |
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4/1/2023 |
6/30/2023 |