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, 21ITB130533C-GS, Locks, Doors and Hardware Countywide in an amount not to exceed $90,000.00 with (A) Overhead Door Company of Atlanta dba DH Pace Company, Inc. (Peachtree Corners, GA) in the amount of $55,000.00; and (B) Acme Security, Inc. (Smyrna, GA) in the amount of $35,000.00, to provide on-site locksmith services to include the installation of new locks and door hardware as required and to supply lock and door hardware on an “as needed” basis for 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 Locks, Doors and Hardware Countywide on “as-needed” basis for Fulton County for FY2023.
Scope of Work: These contracts furnish all parts, labor, equipment, transportation, and materials necessary to provide on-site locksmith services, to include the installation of new locks and door hardware as required on an “as needed” basis for Fulton County facilities. Additionally, this service provides supplemental support to the staff during peak service periods. Department of Real Estate and Asset Management handles most routine locksmith service calls. However, only a small percentage of the work can be completed in-house with current staff strength. The County has only one locksmith to serve more than 350 facilities.
The contract also covers the cost of hardware (locks, key blanks including security keys, door closers and door hardware like handles) and about 70% of the expenditure is towards cost of hardware.
Community Impact: Provide security of all County-owned facilities.
Department Recommendation: The Department of Real Estate and Asset Management recommends approval to renew existing contracts to provide on-site locksmith services to include the installation of new locks and door hardware an “as needed” basis for Fulton County for fiscal year 2023.
These are time and materials contracts. The requested spending authority in the total amount of $90,000 will cover costs for replacement/components parts and hourly locksmith service for FY2023.
Expenditure History:
- FY2022: The County allocated/expenditures as of 9/9/2022, $71,995.10
- FY2021: The County spent $34,783.90
- FY2020: The County spent $37,642.87
- FY2019: The County spent $44,212.09
- FY2018: The County spent $36,904.00
Project Implications: These contracts provide all the necessary supply of locks, door hardware and locksmith services needed to support the in-house maintenance staff.
Community Issues/Concerns: None of which the Department is aware.
Department Issues/Concerns: If these renewal contracts are not approved, the Department’s ability to address the needs for locks, door hardware and locksmith services, with its limited in-house staff, will suffer.
Contract Modification
(A) Overhead Door Company of Atlanta dba D.H. Pace Company, Inc.
|
Current Contract History |
BOC Item |
Date |
Dollar Amount |
|
Original Award Amount |
21-0832 |
10/20/21 |
$55,000.00 |
|
1st Renewal |
|
|
$55,000.00 |
|
Total Revised Amount |
|
|
$110,000.00 |
(B) Acme Security, Inc.
|
Current Contract History |
BOC Item |
Date |
Dollar Amount |
|
Original Award Amount |
21-0832 |
10/20/21 |
$35,000.00 |
|
1st Renewal |
|
|
$35,000.00 |
|
Total Revised Amount |
|
|
$70,000.00 |
Contract & Compliance Information (Provide Contractor and Subcontractor details.)
Total Contract Value: $90,000.00
(A)
Contract Value: $55,000.00
Prime Vendor: Overhead door of Atlanta dba DH Pace Co.
Prime Status: Non-Minority
Location: Atlanta, GA
County: Fulton County
Prime Value: $55,000.00 or 100.00%
Total Contract Value: $55,000.00 or 100.00%
Total M/FBE Value: $-0-
(B)
Contract Value: $35,000.00
Prime Vendor: Acme Security, Inc.
Prime Status: Non-Minority
Location: Smyrna, GA
County: Cobb County
Prime Value: $35,000.00 or 100.00%
Total Contract Value: $35,000.00 or 100.00%
Total M/FBE Value: $-0-
Grand Contract Value: $90,000.00 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’s Performance Reports
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: |
$90,000.00 |
|
Previous Adjustments: |
$0.00 |
|
This Request: |
$90,000.00 |
|
TOTAL: |
$180,000.00 |
Grant Information Summary
|
Amount Requested: |
|
☐ |
Cash |
|
Match Required: |
|
☐ |
In-Kind |
|
Start Date: |
|
☐ |
Approval to Award |
|
End Date: |
|
☐ |
Apply & Accept |
|
Match Account $: |
Click here to enter text. |
|
|
Fiscal Impact / Funding Source
Funding Line 1:
100-520-5221-1116: General, Real Estate and Asset Management, Building Maintenance- $90,000 “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 remains |
Overall Contractor Performance Rating:
Overhead door of Atlanta dba DH Pace Co. 3.80
Acme Security, Inc. 3.40
Would you select/recommend this vendor again?
Yes
|
Report Period Start: |
Report Period End: |
|
4/1/2022 |
6/30/2022 |