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, 19ITB118742C-BKJ, Maintenance & Testing of Fire-Intrusion Alarm Systems, in the total amount of $110,000.00 with (A) VSC Fire & Security, Inc., (Norcross, GA) in the amount of $60,000.00; and, (B) Entec Systems, Inc. (Suwanee, GA) in the amount of $50,000.00 to provide on-site maintenance and testing of fire-intrusion alarm systems for County facilities. This action exercises the second of two renewal options. No renewal options remain. Effective dates: January 1, 2022 through December 31, 2022. (APPROVED UPON ADOPTION OF THE CONSENT AGENDA)
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Requirement for Board Action (Cite specific Board policy, statute or code requirement)
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, or 60 days if the contract term is six (6) months or less.
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 Renew existing contract to provide on-site maintenance and testing of fire-intrusion alarm systems for County facilities for FY2022.
Scope of Work: 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.
The Scope of Work also includes but not limited to:
• LED lamp & batteries
• Smoke and heat detectors
• Horns and strobes
• Duck 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. In addition, any corrective repairs that needs 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 2022.
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 $110,000 is required to identify deficiencies that the County is liable for the repairs of to be in compliance with the fire codes of the State Fire Marshal.
Historical Expenditures:
FY2021: The County expenditures as of 8/3/2021, $31,865.14
FY2020: The County spent $62,354.17
FY2019: The County spent $119,846.17
FY2018: The County spent $143,983.16
FY2017: The County spent $130,000.00
FY2016: The County spent $234,000.00
Project Implications: County facilities which have undergone inspection indicated the need for maintenance and testing of fire-intrusion alarm systems to be fully functional and compliant with fire codes and regulations. These are activities mandated by the State Fire Marshal and a requirement for accreditation of law enforcement agencies like the Sheriff’s and Marshall’s Departments.
Community Issues/Concerns: None of which the Department is aware.
Department Issues/Concerns: If these renewal 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, 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 |
19-1146 |
12/18/19 |
$60,000.00 |
|
1st Renewal |
20-0682 |
10/7/20 |
$60,000.00 |
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2nd Renewal |
|
|
$60,000.00 |
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Total Revised Amount |
|
|
$180,000.00 |
(B) Entec Systems, Inc.
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Current Contract History |
BOC Item |
Date |
Dollar Amount |
|
Original Award Amount |
19-1146 |
12/18/19 |
$50,000.00 |
|
1st Renewal |
20-0682 |
10/7/20 |
$50,000.00 |
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2nd Renewal |
|
|
$50,000.00 |
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Total Revised Amount |
|
|
$150,000.00 |
Contract & Compliance Information (Provide Contractor and Subcontractor details.)
Total Contract Value: $110,000.00
(A)
Contract Value: $60,000.00
Prime Vendor: VSC Fire & Security, Inc.
Prime Status: Non-Minority
Location: Norcross, GA
County: Gwinnett County
Prime Value: $60,000.00 or 100.00%
Subcontractor: None
Total Contract Value: $60,000.00 or 100.00%
Total M/FBE Value: $-0-
(B.)
Contract Value: $50,000.00
Prime Vendor: Entec Systems, Inc.
Prime Status: Non-Minority
Location: Suwanee, GA
County: Gwinnett County
Prime Value: $50,000.00 or 100.00%
Subcontractor: None
Total Contract Value: $50,000.00 or 100.00%
Total M/FBE Value: $-0-
Grand Contract Value: $110,000.00 or 100.00%
Grand M/FBE Value: $-0-
Exhibits Attached (Provide copies of originals, number exhibits consecutively, and label all exhibits in the upper right corner.)
Exhibit 1: Contract Renewal Agreements
Exhibit 2: Contractor Performance Reports
Exhibit 3: Contract Renewal Evaluation Form
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
title
Yes
Previous Contracts
title
Yes
Total Contract Value
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Original Approved Amount: |
$110,000.00 |
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Previous Adjustments: |
$110,000.00 |
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This Request: |
$110,000.00 |
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TOTAL: |
$330,000.00 |
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:
100-520-5221-1116: General, Real Estate and Asset Management, Building Maintenance-$110,000 “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: 12/31/2022 |
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Cost Adjustment: |
Renewal/Extension Terms: No renewal option remains |
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 |
12/31/2022 |