Department
Real Estate and Asset Management
Requested Action (Identify appropriate Action or Motion, purpose, cost, timeframe, etc.)
title
Request approval to extend existing contracts - Department of Real Estate and Asset Management, Bid#18ITB113946C-BKJ, Janitorial Services for Selected Fulton County Facilities (Groups E, F, G, H & I) in the total amount of $221,347 with (A) Chi-ADA Corporation, (Atlanta, GA) in the amount of $52,575; (B) Quality Cleaning Services, Inc. (Douglasville, GA) in the amount of $111,099; and (C) Diversified Maintenance-RWS, LLC, (Birmingham, AL) in the amount of $57,673, to provide continued janitorial services for selected Fulton County facilities for three (3) additional months until new contracts are fully executed for FY2022. Effective dates: January 1, 2022, through March 31, 2022. (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 & 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 Request approval to extend existing contracts to provide continued Janitorial Services (Groups E, F, G, H & I) for three (3) additional months from January 1, 2022 through March 31, 2022, until new Contracts #21ITB130447C-GS are fully executed for FY2022.
Scope of Work: These contracts provide general cleaning for selected Fulton County facilities (Groups E, F, G, H & I) for the Department of Real Estate and Asset Management (DREAM). The janitorial contractors shall furnish all materials, labor, tools, janitorial equipment, cleaning supplies, restroom supplies (including feminine products, soap, toilet seat covers, toilet tissue, paper towels, and other required supplies) and equipment necessary to provide the highest quality janitorial services at these County facilities which consists of:
• Chi-ADA Corporation: - Group E: (South Libraries) consists of 14 facilities (Adams Park, Cleveland, College Park, East Point, Fairburn, Hapeville, South Fulton, Southwest Regional, Washington Park, West End, Wolf Creek, Palmetto, Metropolitan and Southeast Atlanta Libraries) and one parking area (South Fulton Parking Deck), with a total of 205,892 cleanable sq. ft.
• Quality Cleaning Services, Inc.: - Group F: (Other Offices North) - consists of two (2) facilities (Drug Court Training Center) & (Customer Service Center, formally WROC); and Group G (South Senior Centers) consists of eight (8) facilities (HJC Bowden, Camp Truitt, Palmetto, Quality Living services, Hapeville, Camp Truitt 4-H Ed Center, New Beginnings and Southeast Senior Centers; and Group H (Arts Centers) consists of three (3) facilities (West End Arts, Hammond House and Aviation Community Cultural Center) with a combined total of 161,767 cleanable sq. ft.
• Diversified Maintenance-RWS, LLC: - Group F (Other Offices South) consists of three (3) facilities (Public Safety Training Center, Transportation & Construction and Fulton Clubhouse for Youth) and Group I (Service Centers) two facilities (North & South Service Centers) with a total of 121,148 cleanable sq. ft.
Community Impact: The overall community impact is to provide clean and sanitary facilities for the selected facilities.
Department Recommendation: The Department of Real Estate and Asset Management recommends approval to extend existing contracts to provide continued janitorial services for the selected Fulton County facilities, which consists of: Groups E: (South Fulton Libraries); F: (Other Offices North) & (Other Offices South); G: (South Senior Centers); H: (Art Centers); and I: (North & South Service Centers) for three (3) additional month from January 1, 2022 through March 31, 2022.
These extensions for a three (3) additional months’ time period effective January 1, 2022 through March 31, 2022, are being requested to ensure continued janitorial services until the new ITB #21ITB130447C-GS solicitation, evaluation/recommendation, BOC award approvals and final contract execution processes are completed.
The existing contracts #18ITB113946C-BKJ expire on December 31, 2021. The new ITB documents #21ITB130447C-GS are currently being solicited by the Purchasing Department with a closing date of November 8, 2021.
This will allow time to evaluate all bid responses to determine the lowest responsible bidders per Janitorial Groups. The entire evaluation and award processes usually take approximately 90 days to complete for janitorial services, and another 30 days for change over between contractors to include key inventories of each County building.
We anticipate new contracts to begin April 1, 2022.
Historical Expenditures:
• FY2021: The County expenditure as of 11/8/2021, $580,401.79
• FY2020: The County spent $786,151.30
• FY2019: The County spent $801,746.29
• FY2018: The County spent $803,444.20
• FY2017: The County spent $758,401.63
Project Implications: These contracts are designed to provide and maintain sustainable clean and sanitary County facilities. The effective cleaning program is a critical component needed to maintain a healthy and productive environment.
Community Issues/Concerns: None that the Department is aware of.
Department Issues/Concerns: If these renewal contract extensions are not approved, the Department will not be able to provide janitorial services for these selected County facilities.
Contract Modification
(A) Chi-Ada Corporation
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Current Contract History |
BOC Item |
Date |
Dollar Amount |
|
Original Award Amount |
18-1017 |
12/19/18 |
$211,677.00 |
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1st Renewal |
19-1144 |
12/18/19 |
$211,677.00 |
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2nd Renewal |
20-0845 |
11/18/20 |
$211,677.00 |
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Contract Extension No. 1 |
|
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$52,575.00 |
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Total Revised Amount |
|
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$678,606.00 |
(B) Quality Cleaning Services, Inc.
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Current Contract History |
BOC Item |
Date |
Dollar Amount |
|
Original Award Amount |
18-1017 |
12/19/18 |
$298,640.00 |
|
Amendment No. 1 |
19-0700 |
9/4/19 |
$26,300.00 |
|
1st Renewal |
19-1144 |
12/18/19 |
$401,763.79 |
|
Amendment No. 2 |
19-1145 |
12/18/19 |
$124,282.75 |
|
Amendment No. 3 |
20-0401 |
6/3/20 |
$30,493.00 |
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2nd Renewal |
20-0845 |
11/18/20 |
$453,642.79 |
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Contract Extension No. 1 |
|
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$111,099.00 |
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Total Revised Amount |
|
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$1,446,221.33 |
(C) Diversified Maintenance-RWS, LLC
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Current Contract History |
BOC Item |
Date |
Dollar Amount |
|
Original Award Amount |
18-1017 |
12/19/18 |
$238,822.00 |
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1st Renewal |
19-1144 |
12/18/19 |
$225,255.48 |
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2nd Renewal |
20-0845 |
11/18/20 |
$229,179.00 |
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Contract Extension No. 1 |
|
|
$57,673.00 |
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Total Revised Amount |
|
|
$750,929.48 |
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: Extension No. 1 to Form of Contracts
Exhibit 2: Contractor’s Performance Reports
Contact Information (Type Name, Title, Agency and Phone)
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Joseph N. Davis, Director, Department of Real Estate and Asset Management, (404) 612-3772
Contract Attached
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Yes
Previous Contracts
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Yes
Total Contract Value
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Original Approved Amount: |
$896,984.00 |
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Previous Adjustments: |
$1,914,270.81 |
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This Request: |
$221,347.00 |
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TOTAL: |
$3,032,601.81 |
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:
100-520-5221-1176: General, Real Estate and Asset Management, Cleaning Services- $190,772.00 “Subject to availability of funding adopted for FY2022 by BOC”
Funding Line 2:
203-540-5453-1160: Water & Sewer R & E, Public Works, Professional Services- $30,575.00“Subject to availability of funding adopted for FY2022 by BOC”
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Key Contract Terms |
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Start Date: 1/1/2022 |
End Date: 3/31/2022 |
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Cost Adjustment: Click here to enter text. |
Renewal/Extension Terms: Three (3) additional months |
Overall Contractor Performance Rating:
Would you select/recommend this vendor again?
Yes
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Report Period Start: |
Report Period End: |
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1/1/2022 |
3/31/2022 |