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File #: 22-0603    Version: 1 Name:
Type: Consent - Open & Responsible Government Status: Agenda Ready
File created: 8/1/2022 In control: Board of Commissioners
On agenda: 9/7/2022 Final action:
Title: Request approval to renew an existing contract - Department of Real Estate and Asset Management, 21ITB131850C-MH, Countywide Spot Cooler and Heat Pump Rental in the amount of $36,000.00 with Spot Coolers, Inc. (Peachtree Corners, GA) to provide on-site portable air-cooled spot coolers and heat pump rental units with the necessary accessories for set-up on an "as needed" basis for designated Fulton County facilities. This action exercises the first of two renewal options. One renewal option remains. Effective dates: January 1, 2023 through December 31, 2023. (APPROVED UPON ADOPTION OF THE CONSENT AGENDA)
Attachments: 1. Exhibit 1. Contract Renewal Agreement- Spot Cooler, Inc, 2. Exhibit 2 Contractor's Performance Report, 3. Exhibit 3 Contract Renewal Evaluation Form, 4. 2022-0603
Date Ver.Action ByActionResultAction DetailsMeeting DetailsVideo
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Department

Real Estate and Asset Management

 

Requested Action (Identify appropriate Action or Motion, purpose, cost, timeframe, etc.)

title

 

Request approval to renew an existing contract - Department of Real Estate and Asset Management, 21ITB131850C-MH, Countywide Spot Cooler and Heat Pump Rental in the amount of $36,000.00 with Spot Coolers, Inc. (Peachtree Corners, GA) to provide on-site portable air-cooled spot coolers and heat pump rental units with the necessary accessories for set-up on an “as needed” basis for designated Fulton County facilities. This action exercises the first of two renewal options. One renewal option remains. Effective dates: January 1, 2023 through December 31, 2023. (APPROVED UPON ADOPTION OF THE CONSENT AGENDA)

body


Requirement for Board Action
(Cite specific Board policy, statute or code requirement)

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 (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 renew existing contract to provide on-site portable air-cooled spot coolers and heat pump rentals on “as-needed” emergency basis for designated Fulton County facilities for FY2023.

 

Scope of Work: This contract furnishes all labor, tools and equipment, transportation, and appurtenances necessary to provide on-site portable air-cooled spot coolers and heat pump units with the necessary accessories for set-up at any designated Fulton County facilities on an “as needed” emergency basis.  

 

The Scope of Work includes:

                     Installation

                     Set-up and disconnection of air-cooled spot cooler and heat pump units

                     Ductwork to all locations through the facility

                     Unit testing for probably functioning

 

The portable spot coolers and heat pump unit provides supplemental cooling/heating throughout a facility during down-time for maintenance repairs of HVAC (heating, ventilation, and air conditioning) systems as determined by the DREAM HVAC Maintenance Team.

 

Community Impact: Failure to provide this service impacts community by disrupting the daily operation of maintaining the environmental health and comfort of the patrons and employees during emergency repairs/or replacement of a malfunction HVAC system in County facilities.

 

Department Recommendation: The Department of Real Estate and Asset Management recommends approval.

 

The requested total spending authority in the total amount of $47,880 is sufficient to cover the costs to provide on-site portable air-cooled spot coolers and heat pump rental units for Fulton County for FY2023.

 

Expenditure History:

-                     FY2022: The County expenditures as of 7/18/ 2021, $4,450.00

-                     FY2021: The County spent $908.00

-                     FY2020: The County spent $6,630.00

-                     FY2019: The County spent $11,200.75

 

Project Implications: This contract prevents disruption during emergency repairs/or replacement of a malfunction HVAC system in County facilities. The spot coolers and heat pumps units provide supplemental cooling and heating through the facility. 

 

Community Issues/Concerns: This contract prevents disruption during emergency repairs and/or replacement of a malfunction HVAC system in County facilities. The spot coolers and heat pumps units provide supplemental cooling/heating through the facility. 

Department Issues/Concerns: If this contract is not approved, the Department will not have the ability to address the needs for on-site temporary cooling or heating to the facilities during repair/or replacement of failed HVAC systems.

 

Contract Modification

 

Current Contract History

BOC Item

Date

Dollar Amount

Original Award Amount

21-1040

12/15/21

$47,880.00

1st Renewal

 

 

$36,000.00

Total Revised Amount

 

 

$83,880.00

Contract & Compliance Information (Provide Contractor and Subcontractor details.)

Contract Value:                                          $36,000.00

Prime Vendor:                     Spot Coolers

Prime Status:                     Non-Minority

Location:                                                               Norcross, GA

County:                                                               Gwinnett County

Prime Value:                                          $36,000.00

 

Total Contract Value:                      $36,000.00

Total 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 Agreement

Exhibit 2: Contractor’s Performance Report

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:

$47,880.00

Previous Adjustments:

$0.00

This Request:

$36,000.00

TOTAL:

$83,880.00


Grant Information Summary

Amount Requested:

 

Cash

Match Required:

 

In-Kind

Start Date:

 

Approval to Award

End Date:

 

Apply & Accept

Match Account $:

 

 

 


Fiscal Impact / Funding Source

Funding Line 1:

100-520-5222-1120: General, Real Estate and Asset Management, Rental/Lease Equip- $36,000 “Subject to availability of funding adopted for FY2023 by BOC”

Key Contract Terms

Start Date: 1/1/2023

End Date: 12/31/2023

Cost Adjustment

Renewal/Extension Terms: One renewal option remaining

 

 

Overall Contractor Performance Rating: 100%

Would you select/recommend this vendor again?

Yes

 

Report Period Start:

Report Period End:

4/1/2022

6/30/2022