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, 20RFP123434K-BKJ, Standby Landscape Design and Installation Countywide, in the amount of $300,000.00 with Ed Castro Landscape, Inc. (Roswell, GA), to provide professional landscape design and installation services along with installation of irrigation systems for County facilities. This action exercises the second of two renewal options. No renewal options remain. Effective dates: January 1, 2023, through December 31, 2023. (APPROVED)
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 Approval to renew existing contract for Standby Landscape Design and Installation Countywide for Fulton County for FY2023.
Scope of Work: This contract provides for professional landscape design and installation inclusive of all materials, labor, technical expertise, and appurtenances necessary to provide landscape design and installation at County facilities.
The scope of work includes, but is not limited to, minor design and installation activities, replacement/repair of a landscape asset, or a complete redesign and installation of a complete landscape package for a selected facility. The work will require limited design plans, and rehabilitation work to repair damaged or missing landscape cover, turf, trees, sidewalks, and walking trails. The work will also require limited hardscape design plan, and rehabilitation work to repair concrete or asphalt pads or trails, along with the removal of damaged landscaping features and assets.
Community Impact: This service will improve the appearance of the neighborhoods where these County-owned facilities are located.
Department Recommendation: The Department of Real Estate and Asset Management recommends approval.
This is a Standby Contract that is dependent on the availability of resources provided as part of DREAM Pay as You Go capital program, FCURA bond, and end-user/departmental operating/capital funding as identified and adopted for FY2023.
This is a time and material contract. The requested spending authority in the total amount of $300,000 covers the cost for landscape design, installation of materials, labor rates and maintenance repairs.
Historical Expenditures:
FY2022: The County expenditure as of 7/13/2022, $45,460.80
FY2021: The County spent $107,846.77
FY2020: There were no expenditures
FY2019: The County spent $540,000.00
FY2018: The County spent $780,000.00
FY2017: The County spent $680,000.00
Project Implications: The service provides the continued design and installation for properties where work is needed. This landscape design contract will enhance the property value.
Community Issues/Concerns: None of which the Department is aware.
Department Issues/Concerns: If the renewal contract is not approved, the Department will not be able to provide professional landscape design for Fulton County facilities and will not be able to address a critical need that current staffing levels cannot address.
Contract Modification
|
Current Contract History |
BOC Item |
Date |
Dollar Amount |
|
Original Award Amount |
20-0800 |
11/4/20 |
$300,000.00 |
|
1st Renewal |
21-0751 |
10/6/21 |
$300,000.00 |
|
2nd Renewal |
|
|
$300,000.00 |
|
Total Revised Amount |
|
|
$900,000.00 |
Contract & Compliance Information (Provide Contractor and Subcontractor details.)
Contract Value: $300,000.00
Prime Vendor: Ed Castro Landscape, Inc.
Prime Status: Non-Minority
Location: Roswell, GA
County: Fulton County
Prime Value: $267,000.00 or 89.00%
Subcontractor: Eden Irrigation
Subcontractor Status: Hispanic Male Business Enterprise-Non-Certified
Location: Cumming, GA
County: Forsyth County
Contract Value: $15,000.00 or 5.00%
Subcontractor: GERD Services
Subcontractor Status: African American Male Business Enterprise-Non-Certified
Location: Smyrna, GA
County: Cobb County
Contract Value: $9,000.00 or 3.00%
Subcontractor: J & A Construction Co. Inc.
Subcontractor Status: Hispanic Male Business Enterprise- Non-Certified
Location: Marietta, GA
County: Cobb County
Contract Value: $9,000.00 or 3.00%
Total Contract Value: $300,000.00 or 100.00%
Total M/FBE Value: $33,000.00 or 11.00%
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: |
$300,000.00 |
|
Previous Adjustments: |
$300,000.00 |
|
This Request: |
$300,000.00 |
|
TOTAL: |
$900,000.00 |
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:
500-520-5200-TBD: Capital, Real Estate and Asset Management, To-Be Determine -$300,000.00 This is a Standby Contract that is dependent on the availability of resources provided as part of DREAM Pay as You Go capital program, FCURA bond, and end-user/departmental operating/capital funding as identified” adopted for FY2023. Purchase Order will be guided by the available adopted FY2023 Pay as you Go funding.
|
Key Contract Terms |
|
Start Date: 1/1/2023 |
End Date: 12/31/2023 |
|
Cost Adjustment: |
Renewal/Extension Terms: No renewal option remaining |
Overall Contractor Performance Rating: 4.00
Would you select/recommend this vendor again?
Yes
|
Report Period Start: |
Report Period End: |
|
1/1/2022 |
6/30/2022 |