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, 22ITBC135037C-GS, Ballasts, Lamps, Light Fixtures and Related Supplies in the total amount of $100,000.00 with (A) E. Sam Jones Distributor (Atlanta, GA) in the amount of $47,000.00, (B) Voss Electric Co. (Marietta, GA) in the amount of $23,000.00, (C) Summit Lighting Solutions (Lawrenceville, GA) in the amount of $11,000.00, (D) Regency Lighting (Los Angeles, CA) in the amount of $15,000.00 and (E) Electrical Contractor (Covington, GA) in the amount of $4,000.00 to provide ballasts, lamps, light fixtures, and related items on an "as needed" basis for Fulton County facilities and parking lots. 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 ballasts, lamps, light fixtures, and related items for Fulton County facilities and parking lots for FY2023.
Scope of Work: These contracts furnish ballasts, lamps, light fixtures and related supplies for the Department of Real Estate and Asset Management on an "as needed" basis. Due to standardization of fixtures and sub-assemblies, the recommended contractors supply manufacturer brands such as GE, Sylvania or Phillips for lamps and Advance, Howard, Sylvania, Universal, Magnetek for ballasts. DREAM maintenance staff is responsible for routine repairs and the preventive maintenance program performed at facilities throughout the County.
Community Impact: These contracts provide the ability to ensure all County facilities are well lighted.
Department Recommendation: The Department of Real Estate and Asset Management recommends approval of the lowest responsible bidders to provide ballasts, lamps, light fixtures, and related items on an "as needed" basis for Fulton County facilities and parking lots for fiscal year 2023.
The recommendation for the awards was based on the lowest bidder per line item.
The County received and evaluated five (5) bid responses to the solicitation. There was a total of 53 representative line items; we have recommended each bidder according:
|
# |
Recommended Bidder |
Number of Lowest Quotes |
Award Items # to each Bidder |
|
A |
Regency Lighting |
8 |
#4,6,8,12,18,25,41 and 44. |
|
B |
Voss Electric |
12 |
#1,9,10,14,30,31,32,34,35,47,50 and 51. |
|
C |
Electrical Contractor |
2 |
#46 and 53. |
|
D |
Summit Lighting Solutions |
6 |
# 2,3,11,26,29, and 48. |
|
E |
E. Sam Jones |
25 |
#5,7,13,15,16,17,19,20,21,22,23,24,27,28,33,36,37,38,39,40,42,43,45,49 and 52. |
|
Total |
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53 |
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DREAM maintains approximately 623 varieties of lighting items and related supplies (144 ballasts, 332 lamps, and 147 in light fixtures).
The requested total spending authority of $100,000.00 is based on prior historical annual usage average of $95,663.41 from the previous two years (2022 and 2021).
Having multiple vendors will provide the County with maximum flexibility and sufficient resources to respond to the service needs.
Historical Expenditures:
• FY2022: The County expenditures as of 10/14/2022, $98,000.00
• FY2021: The County spent $93,326.81
• FY2020: The County spent $68,290.00
• FY2019: The County spent $81,970.00
• FY2018: The County spent $124,896.00
Project Implications: These contracts provide all the necessary materials, ballasts, lamps, light fixtures, and related supplies needed to support the in-house maintenance staff that is responsible for maintaining various Fulton County facilities. Failure to provide the necessary materials and supplies will result in delay of repairs that require immediate attention as well as routine maintenance services.
Community Issues/Concerns: None of which the Department is aware.
Department Issues/Concerns: If these contracts are not approved, the Department will not be able to provide ballasts, lamps, light fixtures, and related supplies to the DREAM in-house maintenance staff for routine maintenance services Countywide.
Contract Modification No, this is a new procurement.
Contract & Compliance Information (Provide Contractor and Subcontractor details.)
Total Contract Value: $100,000.00
(A)
Contract Value: $47,000.00
Prime Vendor: E. Sam Jones Distributor, Inc.
Prime Status: Non-Minority
Location: Atlanta, GA
County: Fulton County
Prime Value: $47,000.00 or 100.00%
Subcontractor: None
Total Contract Value: $47,000.00 or 100.00%
Total M/FBE Value: $-0-
(B)
Contract Value: $23,000.00
Prime Vendor: Voss Electric Co. d/b/a Voss Lighting
Prime Status: Non-Minority
Location: Marietta, GA
County: Cobb County
Prime Value: $23,000.00 or 100.00%
Subcontractor: None
Total Contract Value: $23,000.00 or 100.00%
Total M/FBE Value: $-0-
(C)
Contract Value: $11,000.00
Prime Vendor: Summit Lighting Solutions
Prime Status: African American Male Business Enterprise-Certified
Location: Lawrenceville, GA
County: Gwinnett County
Prime Value: $11,000.00 or 100.00%
Subcontractor: None
Total Contract Value: $11,000.00 or 100.00%
Total M/FBE Value: $11,000.00 or 100.00%
(D)
Contract Value: $15,000.00
Prime Vendor: Regency Lighting
Prime Status: Non-Minority
Location: Los Angeles, CA
County: Los Angeles County
Prime Value: $15,000.00 or 100.00%
Subcontractor: None
Total Contract Value: $15,000.00 or 100.00%
Total M/FBE Value: $ -0-
(E)
Contract Value: $4,000.00
Prime Vendor: Electrical Contractor
Prime Status: Non-Minority
Location: Covington, GA
County: Newton County
Prime Value: $4,000.00 or 100.00%
Subcontractor: None
Total Contract Value: $4,000.00 or 100.00%
Total M/FBE Value: $-0-
Grand Contract Value: $100,000.00 or 100.00%
Grand M/FBE Value: $11,000.00 or 11.00%
Exhibits Attached (Provide copies of originals, number exhibits consecutively, and label all exhibits in the upper right corner.)
Exhibit 1: 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
|
Original Approved Amount: |
$0.00 |
|
Previous Adjustments: |
$0.00 |
|
This Request: |
$100,000.00 |
|
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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|
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Fiscal Impact / Funding Source
Funding Line 1:
100-520-5222-1450: General, Real Estate and Asset Management, Maintenance Supplies- $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:
E. Sam Jones Distributor, Inc. 4.00
Voss Electric Co. d/b/a Voss Lighting 4.00
Summit Lighting Solutions 4.00
Regency Lighting 4.00
Electrical Contractor 4.00
Would you select/recommend this vendor again?
Yes
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Report Period Start: |
Report Period End: |
|
7/1/2022 |
9/30/2022 |