Department
Real Estate and Asset Management
Requested Action
title
Request approval of the lowest responsible bidders - Department of Real Estate and Asset Management, 25ITB1336430C-JH, On-Site Door Repair Preventive and Predictive Maintenance Countywide in the total amount not to exceed $300,000.00 with (A) Overhead Door Company of Atlanta, dba D.H. Pace Company, Inc., (Peachtree Corners, GA) in an amount not to exceed $195,000.00 and (B) Piedmont Door Automation, LLC (Dawsonville, GA) in an amount not to exceed $105,000.00, to provide standby on-site door repair and preventive and predictive maintenance services on an “as needed” basis for all Fulton County facilities. Effective upon execution of contracts through December 31, 2025, with two renewal options. (APPROVED)
body
Requirement for Board Action
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
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, parts, and appurtenances necessary to provide on-site door repair and preventive and predictive maintenance services on an “as needed” basis for Countywide facilities for FY2025.
Scope of Work: The scope of work includes inspection and repair of doors and mountings, wind locks, guides, weather stripping, counterbalance, inspecting all pivot points, hinges latches, center roller supports, and maintenance repair and replacement on a case-by case basis.
The Scope of Work includes Preventive and/or Predictive Maintenance (PM) checks and also includes, but is not limited to:
Ø Visual and Audible Inspection
Ø Operations Check •
Ø Roll-Up doors: Manual and Power Operated
Ø Swing Doors, ADA equipped Doors and Main Entrance
Ø Gates with Secured Access
Ø Fire doors and Fire Curtains
Ø Maintenance Services on Electromagnetic Devices when Necessary
Ø Repair and Replacement on Case-by-Case Basis
Community Impact: This contract impacts the community in that it relates to the County 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.
Procedure for Recommendation for Basis of Award:
The recommendation was based on the bidders’ costs with given quantities for each Fulton County facility for fixed pricing for preventive semi-annual and annual service maintenance services, to include estimated hourly labor rates during normal and weekends/holidays for on-call services, and truck charges. Combining all line item numbers #1 through #58 for semi and annual services and labor costs and truck charges line items #60 thru #62 to receive a Total Base Bid Amount from Pricing for Service Year 2025 to determine the lowest responsible and responsive bidder(s) to provide Countywide On-Site Door Repair and Overhead Door Preventive and Predictive Maintenance Services for Fulton County for FY2025.
Evaluation Process:
The County received and evaluated three (3) bid responses to the solicitation. Piedmont Door Automation LLC, the apparent lowest bidder with a total base bid amount of $70,520.00, but was not considered as the overall lowest responsible bidder because they did not submit a pricing on 9 out of 61 total line items. This was because they do not maintain or repair roll up doors (types “C”) or any sliding gates entrances used for vehicular traffic (types “D”), which are located at 9 locations (#28, #29, #31, #32, #35, #36, #37, #46 and #54). Piedmont Doors provided costs for the type of doors they are equipped to maintain/ or repair.
Also, their services labor charges (Line Items #60, #61 & #62) were $25.00 higher @ $105.00 per hour during normal hours and @ $130.00 an hour after working hours compared to the next lowest bidder @ $80.00 and $110.00 for normal and after working hours. The hourly rates are approximately 40% of the average cost of service.
D. H. Company, Inc., apparent 2nd lowest bidder, submitted a complete base bid amount of $77,160.00. They provided costs for all 58-line items specified in the ITB (Bid Form) for preventive and predictive on-site door repair and comparable hourly labor rates (#60, #61 & #62), and Lavonne Industries, LLC, the 3rd lowest bidder, submitted a complete base bid of $197,650.00 which is the highest of all interested bidders.
Conclusion:
After careful review, DREAM recommends the overall complete lowest and the 2nd lowest most responsive and responsible bidders respectively: D. H. Pace Company, Inc and Piedmont Door Solutions, to provide on-site door repair and preventive and predictive maintenance services for Fulton County facilities in FY2025.
Having multiple contractors will provide the County with maximum flexibility and sufficient manpower resources to respond to the scope and complexity of service needs for a county of this size. Both recommended contractors have a current contract with Fulton County and has performed satisfactorily (79 ratings respectfully) and highly competent as a door contractor for Fulton County as stated in their performance reports (see Exhibit 2).
The requested spending authority in the total amount of $300,000.00, is an increase of $40,000.00 over the prior contract previously awarded for 2024 ($260,000.00) to provide maintenance and repair service to the Fulton County jail facilities.
These are time and material contracts. The requested spending authority in the total amount of $300,000.00 will cover costs for major/or routine repairs, replacement of doors and components, and hourly labor for on-site door repairs for all building for FY2025.
Project Implications: These contracts ensure the safety and security of employees and citizens. In many cases, a facilities structural integrity may be compromised, which leads 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 that the Department is aware.
Department Issues/Concerns: If these contracts are not approved, DREAM will not be able to facilitate on-site door repair and preventive maintenance services.
Contract Modification No, this is a new procurement
Contract & Compliance Information (Provide Contractor and Subcontractor details.)
Contract Value: $300,000.00
(A)
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: $195,000.00 or 100.00%
(B)
Prime Vendor: Piedmont Door Automation, LLC
Prime Status: Non-Minority
Location: Dawsonville, GA
County: Dawson County
Prime Value: $105,000.00 or 100.00%
Total Contract Value: $300,000.00 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: Bid Tabulation Sheet
Exhibit 2: Performance Evaluations
Exhibit 3: Department Recommendation Memorandum
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
No
Previous Contracts
title
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: |
$300,000.00 |
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TOTAL: |
$300,000.00 |
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- $170,000.00
Funding Line 2:
100-520-5221-1116: General, Real Estate and Asset Management, Building Maintenance- $90,000.00
Funding Line 3:
100-520-5224-1116: General, Real Estate and Asset Management, Building Maintenance- $40,000.00
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Key Contract Terms |
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Start Date: Upon execution of contracts |
End Date: 12/31/2025 |
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Cost Adjustment: Click here to enter text. |
Renewal/Extension Terms: Two, one-year renewal options |
Overall Contractor Performance Rating:
D. H. Pace Company, Inc. - 79
Piedmont Door Automation LLC- 79
Would you select/recommend this vendor again?
Yes
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Report Period Start: |
Report Period End: |
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10/1/2024 |
12/31/2024 |