Department
Real Estate and Asset Management
Requested Action (Identify appropriate Action or Motion, purpose, cost, timeframe, etc.)
title
Request approval to increase spending authority - Department of Real Estate and Asset Management, 21ITB131067C-GS, On-Site Door Repair and Overhead Door Preventive and Predictive Maintenance Countywide in an amount not to exceed $57,464.00 with Overhead Door Company of Atlanta, dba D.H. Pace Company, Inc. (Atlanta, GA) to cover the costs to complete the on-going replacement/emergency repair projects for on-site door repair services at several Fulton County facilities for FY2023. Effective upon BOC approval. (APPROVED)
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Requirement for Board Action (Cite specific Board policy, statute or code requirement)
In accordance with Purchasing Code Section 102-420, contract modifications within the scope of the contract and necessary for contract 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 (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 request is to increase spending authority to cover the costs for some of the on-going replacement and emergency repair projects for on-site door repair services at several identified Fulton County facilities for FY2023.
Scope of Work: This contract furnishes all materials, labor, tools, equipment, and appurtenances necessary to provide on-site door repair and preventive and predictive maintenance services Countywide. The scope of work includes inspection and repair of doors and mountings, wind locks, guides weather stripping, counterbalance and to inspect all pivot points, hinges latches, center roller supports and maintenance repair and replacement on a case-by case basis. Preventive and/or Predictive Maintenance (PM) checks include, but are not limited to:
• Visual and Audible Inspection
• Operations Check
• Roll-Up doors: Manual and Power Operated
• Swing Doors, ADA equipped Doors and Main Entrance
• Gates with Secured Access
• Fire doors and Fire Curtains
• Maintenance Services on Electromagnetic Devices when Necessary
• Repair and Replacement on Case-by-Case Basis
The Costs Breakdown for these identified Fulton County facilities:
Greater Fulton Area (5220):
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County Facility |
Project Description |
Project Cost |
|
1 |
Central Maintenance Facility |
Remove, furnish, and install new one (1) Concrete Pad for new Operator Front Entrance Gate |
$11,631.00 |
|
|
|
Remove, furnish, and install one (1) new 610 Series Existing Rolling Steel Door |
$12,856.00 |
|
2 |
Sheriff Fleet Division Warehouse |
Remove and replace two (2) Front and Side Entrance Doors |
$8,235.00 |
|
4 |
Washington Park Library |
Furnish and install one (1) Custom Sized Piece of Insulated Glass at Front Entrance |
$7,990.00 |
|
5 |
College Park Library |
Furnish and install three (3) SOC HD Cap Screw |
$1,050.00 |
|
|
Increase Total |
|
$41,762.00 |
Central Fulton Area (5221):
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|
County Facility |
Project Description |
Project Cost |
|
1 |
Fulton County Jail Complex |
Repair Small Sally Port Entrance & Exit |
$4,917.00 |
|
2 |
Front Main H & H Building |
Furnish and install two (2) Rodent Proof Door Sweeps and one (1) Vertical Door Seal |
$1,475.00 |
|
4 |
Government Center Tower Building |
Furnish and install two (2) Closers and three (3) Bail Bearing Hinges |
$2,810.00 |
|
5 |
Government Center Assembly Building |
Furnish and install one (1) Overhead Concealed Closer with Special Spindle |
$6,500.00 |
|
|
Increase Total |
|
$15,702.00 |
Community Impact: This contract impacts the community in having the ability to provide on-site doors repairs and maintenance services on Countywide facilities.
Department Recommendation: The Department of Real Estate and Asset Management recommends approval.
The requested increase in the total amount of $57,464.00 will allow the completion of remaining on-going replacement/emergency repair projects and enough spending authority to cover the cost for PM services for the remainder of FY2023. We have almost exhausted D. H. Pace Company, Inc. approved spending authority ($150,000.00) for FY2023, and this is not sufficient to maintain and to provide on-site door repair and preventive and predictive maintenance services Countywide.
The project management is coordinated by the Department of Real Estate and Asset Management Building Maintenance Teams from Greater (5220) and Central (5221) Fulton.
Project Implications: This contract ensures safety and security of employees and citizens. In many cases structural integrity of facilities will be compromised leading to vandalism and theft in County-owned facilities. Not having a professional contractor could also result in the County's failure to comply with Federal ADA requirements.
Community Issues/Concerns: None of which the Department is aware.
Department Issues/Concerns: If this increase spending authority is not approved, there will be a delay in completing the on-going maintenance and door replacement/repair projects, and regular routine preventive maintenance repairs for the remainder of FY2023.
Contract Modification
(A) Overhead Door Company of Atlanta dba D. H. Pace Company, Inc.
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Current Contract History |
BOC Item |
Date |
Dollar Amount |
|
Original Award Amount |
22-0057 |
1/19/22 |
$170,000.00 |
|
Increase Spending Authority No. 1 |
22-0743 |
10/5/22 |
$30,000.00 |
|
1st Renewal |
22-0731 |
10/5/22 |
$150,000.00 |
|
Increase Spending Authority No. 2 |
|
|
$57,464.00 |
|
Total Revised Amount |
|
|
$407,464.00 |
Contract & Compliance Information (Provide Contractor and Subcontractor details.)
Contract Value: $57,464.00
Prime Vendor: Overhead Door Company of Atlanta dba D.H. Pace Company, Inc.
Prime Status: Non-Minority
Location: Atlanta, GA
County: Fulton County
Prime Value: $57,464.00 or 100.00%
Total Contract Value: $57,464.00 or 100.00%
Total Certified Value: $0.00 or 0.00%
Exhibits Attached (Provide copies of originals, number exhibits consecutively, and label all exhibits in the upper right corner.)
Exhibit 1: Amendment No. 2 to Form of Contract
Exhibit 2: Cost Proposals
Exhibit 3: Contractor’s Performance Report
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
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Yes
Previous Contracts
title
Yes
Total Contract Value
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Original Approved Amount: |
$170,000.00 |
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Previous Adjustments: |
$180,000.00 |
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This Request: |
$57,464.00 |
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TOTAL: |
$407,464.00 |
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:
100-520-5220-1116: General, Real Estate and Asset Management, Building Maintenance - $ 41,762.00
Funding Line 2:
100-520-5221-1116: General, Real Estate and Asset Management, Building Maintenance - $ 15,702.00
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Key Contract Terms |
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Start Date: Upon BOC Approval |
End Date: 12/31/2023 |
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Cost Adjustment: |
Renewal/Extension Terms: N/A |
Overall Contractor Performance Rating: 79
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 |