Department
Real Estate and Asset Management
Requested Action (Identify appropriate Action or Motion, purpose, cost, timeframe, etc.)
title
Request approval of the lowest responsible bidders - Department of Real Estate and Asset Management, 22ITB134894C-MH, Maintenance and Testing of Fire Intrusion Alarm Systems in an total amount not to exceed $100,000.00 with (A) VSC Fire & Security, Inc. (Norcross, GA) in an amount not to exceed $65,000.00; and (B) Entec Systems, Inc. (Suwanee, GA) in an amount not to exceed $35,000.00, to provide on-site maintenance and testing of fire-intrusion alarm systems on annual/or an “as-needed” basis for County facilities. Effective dates: January 1, 2023 through December 31, 2023, with two renewal options. (APPROVED)
body
Requirement for Board Action (Cite specific Board policy, statute or code requirement)
In accordance with Purchasing Code Section 102-373, all competitive sealed bids of more than $100,000.00 shall be forwarded to the Board of Commissioners for approval.
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 of lowest bidders to provide on-site preventive maintenance and testing of fire intrusion alarm systems on an annual/or “as-needed” basis for Fulton County facilities for FY2023.
Scope of Work: These contracts furnish all materials, parts, labor, equipment, and appurtenances necessary to provide on-site preventive maintenance and testing of fire-intrusion alarm systems and system components to include fire alarm main and sub panels, including intrusion alarm connections, for Fulton County facilities.
The scope of work includes, but is not limited to:
• LED lamp & batteries
• Smoke and heat detectors
• Horns and strobes
• Duct 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 deficiencies which may be observed that would put the building out of compliance with fire codes. Further, any corrective repairs which must 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.
The recommendation for the award was based on the bidders’ prices for annual testing of fire intrusion alarm devices to include sub panels and smoke detectors located throughout each facility; the per-hour labor rates for tasks other than testing and maintenance repairs cost and overtime; and totaling up all costs for Based Bid Amount to determine the lowest responsible bidder(s) complying with the provisions of this ITB.
The recommendation was also based on the bidder’s submittal of required professional certifications/licenses on fire alarm control systems such as: Notifier IFC 2020, Simplex Controls, Edwards Controls and Silent Knight.
This is a time and materials contract. The requested total spending authority of $100,000.00 covers the costs for replacement of all parts/components and labor for inspections and required maintenance repairs mandated by the State Fire Marshal for FY2023.
Historical Expenditures:
• FY2022: The County allocated/expenditures as of 10/11/2022, $82,564.70
• FY2021: The County spent $92,299.02
• 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 indicate the need for maintenance and testing of fire-intrusion alarm systems to be fully functional and compliant with fire codes and regulations. These activities are mandated by the State Fire Marshal and a requirement for accreditation of law enforcement agencies, such as the Fulton County Sheriff and Fulton County Marshall.
Community Issues/Concerns: The Department is aware of none at this time.
Department Issues/Concerns: If these 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. Consequently, it will increase the risk potential for the County.
Contract Modification: This is a new procurement.
Contract & Compliance Information (Provide Contractor and Subcontractor details.)
Total Contract Value: $100,000.00
(A)
Contract Value: $65,000.00
Prime Vendor: VSC Fire & Security, Inc.
Prime Status: Non-Minority
Location: Norcross, GA
County: Gwinnett County
Prime Value: $65,000.00 or 100.00%
Subcontractor: None
Total Contract Value: $65,000.00 or 100.00%
Total M/FBE Value: $-0-
(B)
Contract Value: $35,000.00
Prime Vendor: Entec Systems, Inc.
Prime Status: Non-Minority
Location: Suwanee, GA
County: Gwinnett County
Prime Value: $35,000.00 or 100.00%
Subcontractor: None
Total Contract Value: $35,000.00 or 100.00%
Total M/FBE Value: $-0-
Grand Contract Value: $100,000.00 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: Bid Tabulation Sheet
Exhibit 2: Contractor’s Performance Reports
Exhibit 3: Department Recommendation Memo
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
No
Previous Contracts
title
Yes
Total Contract Value
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Original Approved Amount: |
$0.00 |
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Previous Adjustments: |
$0.00 |
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This Request: |
$100,000.00 |
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TOTAL: |
$100,000.00 |
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- $100,000.00 “Subject to availability of funding adopted for FY 2023 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: Two renewal options |
Overall Contractor Performance Rating:
VSC Fire & Security, Inc. 3.80
Entec Systems, Inc. 3.60
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 |