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)
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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), 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
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Current Contract History |
BOC Item |
Date |
Dollar Amount |
|
Original Award Amount |
21-1040 |
12/15/21 |
$47,880.00 |
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1st Renewal |
|
|
$36,000.00 |
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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
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Original Approved Amount: |
$47,880.00 |
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Previous Adjustments: |
$0.00 |
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This Request: |
$36,000.00 |
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TOTAL: |
$83,880.00 |
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:
100-520-5222-1120: General, Real Estate and Asset Management, Rental/Lease Equip- $36,000 “Subject to availability of funding adopted for FY2023 by BOC”
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Key Contract Terms |
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Start Date: 1/1/2023 |
End Date: 12/31/2023 |
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Cost Adjustment: |
Renewal/Extension Terms: One renewal option remaining |
Overall Contractor Performance Rating: 100%
Would you select/recommend this vendor again?
Yes
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Report Period Start: |
Report Period End: |
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4/1/2022 |
6/30/2022 |