Department
Real Estate and Asset Management
Requested Action
title
Request approval to renew an existing contract - Department of Real Estate and Asset Management, 25ITBC1368307C-JNJ, HVAC Equipment and Parts in the total amount not to exceed $110,000.00 with Shelton Supply dba F. M. Shelton, Inc. (Atlanta, GA), to provide HVAC equipment and parts on an “as needed” basis for Fulton County facilities. This action exercises the first of two renewal options. One renewal option remains. Effective dates: January 1, 2026 through December 31, 2026.
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Requirement for Board Action
In accordance with Purchasing Code Section 102-394(6), the Purchasing Department shall present all renewal requests to the Board of Commissioners at least 90 days prior to the contract renewal date or 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: This contract provides original equipment manufacturer heating, ventilation, and air conditioning parts and supplies on an as-needed basis. The contract provides support for the Department of Real Estate and Asset Management HVAC unit by providing the materials and supplies needed to facilitate in-house equipment repair and preventive maintenance on approximately 1,000 existing air conditioning systems ranging from 10,000 to 25,000 BTUs throughout the County. The department receives an average of 2,000 HVAC work orders per year for maintenance issues.
Community Impact: None that the Department is aware of.
Department Recommendation: The Department of Real Estate and Asset Management recommends approval.
The requested spending authority in the total amount of $110,000.00 is an increase of $10,000.00 over 2025. The authority increase is due to the following: 1) increased costs associated with recently imposed tariffs and 2) this renewal contract will be for a full 12 -month period in FY2026, versus the 7-month term in FY2025.
Project Implications: This contract provides all the necessary HVAC equipment and parts needed to support the in-house HVAC maintenance staff.
Community Issues/Concerns: None that the Department is aware of.
Department Issues/Concerns: If this renewal contract is not approved, the Department will not have the ability to provide HVAC equipment and parts to in-house HVAC maintenance staff.
Contract Modification
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Current Contract History |
BOC Item |
Date |
Dollar Amount |
|
Original Award Amount |
102-369 |
6/1/25 |
$100,000.00 |
|
1st Renewal |
|
|
$110,000.00 |
|
Total Revised Amount |
|
|
$210,000.00 |
Contract & Compliance Information (Provide Contractor and Subcontractor details.)
Contract Value: $110,000.00
Prime Vendor: Shelton Supply dba F. M. Shelton, Inc.
Prime Status: African American Female Business Enterprise
Location: Atlanta, GA
County: Fulton County
Prime Value: $110,000.00 or 100.00%
Total Contract Value: $110,000.00 or 100.00%
Total M/FBE Value: $110,000.00 or 100.00%
Exhibits Attached
Exhibit 1: Contract Renewal Agreement
Exhibit 2: Performance Evaluation
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
|
Original Approved Amount: |
$100,000.00 |
|
Previous Adjustments: |
$0.00 |
|
This Request: |
$110,000.00 |
|
TOTAL: |
$210,000.00 |
Fiscal Impact / Funding Source
Funding Line 1:
100-520-5222-1450: General, Real Estate and Asset Management, Maintenance Supplies- $110,000.00 “Subject to availability of funding adopted for FY2026 by BOC”
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Key Contract Terms |
|
Start Date:
1/1/2026 |
End Date:
12/31/2026 |
|
Cost Adjustment:
|
Renewal/Extension Terms:
One renewal option remains |
Overall Contractor Performance Rating: 94
Would you select/recommend this vendor again?
Yes
|
Report Period Start: |
Report Period End: |
|
1/1/2025 |
3/31/2025 |