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1 INK. Fulton County Board of Commissioners Page 1 of 1 MAW.: Agenda Item Summary: Item # C Meeting Date Requesting Agency Facilities & Transportation Services Department April 3,.2013 Commission Districts Affected Requested Action (Identify appropriate Action or Motion, purpose, cost, timeframe, etc.) Request ratification of emergency purchase order - Facilities & Transportation Services Department, Emergency Purchase Order # DW in the amount of $12, with Full Circle Restoration & Construction Services, Inc. (Duluth, GA) for restoration services and carpet replacement in the Lewis Slaton Fulton County Courthouse Building. Effective upon BOC approval. Requirement for Board Action (Cite specific Board policy, statute or code requirement) In accordance with Fulton County Purchasing code, section 2-321, when the County Manager has approved an emergency procurement, the item shall be forwarded to the Board of Commissioners for ratification. Is this Item Goal Related? (if yes, describe how this action meets the specific Board Focus Area or Goal) q Yes No (First sentence includes Agency recommendation. Provide an executive summary of the action that gives an Summary & Background overview of the relevant details for the item.) The Facilities & Transportation Services Department requests ratification of emergency purchase order # DW for restoration services and carpet replacement in the Lewis Slaton Fulton County Courthouse Building. This emergency is the result of a break in the supply line to a commode in the staff rest room attached to the Family Law Division of the Superior Court, located on the 8th floor of the Lewis Slaton Courthouse. On December 11, 2012, the supply line broke on its PVC connector. This resulted in the flooding of three offices, the break room inside the suite, and two attorney's offices in the DA's Office on the 7th floor. We considered this situation an emergency based on the Fulton County Code of Ordinance Section 2-321, which governs emergency procurements when there is a threat to public health, welfare or safety; because this would have caused damage to the building and discomfort to the employees and citizens. Fiscal Impact! Funding Source (Include projected cost, approved budget amount and account number, source of funds, and any future funding re uirements :General, Facilities & Transportation Services, Building Maintenance - 12, Exhibits Attached Exhibit 1: Copy of Emergency Request Memo Exhibit 2: Copy of Emergency Purchase Order (Provide copies of originals, number exhibits consecutively, and label all exhibits in the upper right corner.) Source of Additional Information (Type Name, Title, Agency and Phone) David L. Ricks, Director, Facilities & Transportation Services Department, (404) All Typed Name and Title Felicia Strong-Whitaker, Interim Director Agency Director Approval Phone County Manager's Approval
2 FULTON COUNTY BOARD OF COMMISSIONERS Ammon= fulmchim Ag enda Approval utin g Form Contract Attached: Previous Contracts: Procurement Type: Proposed Action: Yes Yes Emergency Ratification New Item Solicitation Number: Submitting Agency: Staff Contact: Contact Phone: DW Facilities & Trans ortation Services Harry Jordan (404) Description: Request approval for ratification of an emergency procurement for restoration services and carpet replacement at the Lewis Slaton Fulton County Courthouse Buildin g CONTRACTOR INFORMATION Other Contract Party(s): Solicitation Information NON-MFBE MBE FBE TOTAL Vijay Nair (404) No. Bid Notices Sent: No. Bids Received: Prime Contractor Information: Subcontractor Information: Contractor Type: Non M/FBE Contractor Type: Select One N/A Name: Full Circle Restoration & Construction Services, Inc. Name: Address: 4325 River Green Parkway Address: City: Duluth State: GA Zip: City: State: Zip: Contact Name: Karen Phone: (770) Contact Name: Phone: Start 12/15/2012 End 12/15/2012 Upon Start End Upon Approval: q Approval: q Amount: Amount: $12, FINANCIAL SUMMARY Total Contract Value: MBE/FBE Participation: Grant Information Summary: Original Approved Amount: Amount: %: Amount Requested: q Cash Previous Adjustments: Amount: %: Match Required: q In-Kind This Request: $12, Amount %: Start q Approval to Award TOTAL: $12, Amount: %: End q Apply & Accept Match Account #: Funding Line 1: Funding Line 2: Funding Line 3: Funding Line 4: KEY CONTRACT TERMS Start End Contract Type: Payment Terms: New Item Cost Adjustment: Renewal/Extension Terms: Termination Provisions: ROUTING &APPROVAL9 Al AL a q Originating Department:, County Attome : q Information Technolo : Facilities & Trans ortation Services: Date Risk Management: q Grants Management: Purchasing/Contract Compliance: Finance/Budget:
3 WENOW fulton COUNTY I NTEROFF ICE David L. Ricks, Director Facilities and Transportation Services Department Phone: (404) Fax: (404) EXHIBIT 1.CD TO: R. David Ware, Interim County Manager THROUGH: FROM: Felicia Strong-Whitaker, Interim Director Department of Purchasing & Contract Compliance David L. Ricks, Director, DATE: March 4, 2013 SUBJECT: Emergency Purchase Order for Restoration Services to the Structure of the Lewis Slaton Courthouse Building REQUESTED ACTION BY MANAGER: We are requesting approval to issue an emergency purchase order to Full Circle Restoration and Construction for restoration services and carpet replacement in the total amount of $ 12, DISCUSSION: The emergency is the result of a break in the supply line to a commode in the staff rest room attached to the Family Law Division of the Superior Court, located on the 8th floor of Lewis Slaton Courthouse. On December 11, 2012 the supply line broke at its PVC connector. This resulted in the flooding of three offices, the break room inside the suite, and two attorney's offices in the DA's Offices on the 7th floor. Emergency Restoration work - $ 5, Replacing the carpet - $ 7, Total - $ 12, CONCLUSION: In order to provide safe working spaces for the employees in the Family Law Division and the DA's Office, Full Circle Restoration and Construction was called in on an emergency basis to provide restoration car, ices to the str `ct re of +he I. i{- v w u w ou U +LU G v{ U IG {Jl1IlUl{IA and damaged carpet. We consider this request for a purchase order to be an emergency based on the Fulton County Code of Ordinance Section which governs emergency procurements when there is a threat to public health, welfare or safety. Funding is available in in the total amount of $12, This loss will be covered by Risk Management.
4 Page 2 R. David Ware March 4, 2013 If you require additional information, please contact Harry Jordon at (404) Enclosure: Full-Circle Restoration and Construction Quotes Requisition # xc: Charles Leonard, CAPA, Team C Approved: R. Dav id Ware, Interim County Manager
5 FULTON COUNTY PURCHASING DEPARTMENT 130 Peachtree St. SW Suite 1168 Atlanta, GA Phone # (404) Invoices must be forwarded to: Fulton County General Services Department 141 Pryor Street SW Suite G-119 Atlanta, GA PURCHASE ORDER EXHIBIT 2 Purchase Order Number: PO DW Purchase Order 03/21/13 ela`yery Date A 2 To: FULL CIRCLE RESTORATION & CONSTRUCTIO 1 SERVICES, 4325 River Green Pkwy Duluth, GA Contact: orlando ojeda F.O.B.: P To Address: General Services Department 79 Milton Avenue Administrative Office Atlanta, GA Vendor No.: Special Instructions: VS Line Commodity'Code! Descripti n : Quantity Units} : I3nit Price Total Amount: I I $ 0.00 $ 12, Remediation Services, Environmental Provide emergency restoration services and carper replacement at the Family Law Division of the Superior Court, located on the 8t: Floor at the Fulton County Courthouse in the total amount of $12, CONTACT Harry Jordan at with any questions regarding this emergency purchase order. DEVIATION FROM PRICES STATED IS NOT PERMITTED WITHOUT A SIGNED CORRECTED PURCHASE ORDER NOTE. NOT VALID ORDER 1VITHOUT ACCEPTANCE OF TERMS AND CONDITIONS ON LAST PA GE. SIGNATURE Purchasing Agent Refer Question To:. Purchase Order Total Buyer: Diann Wathington Phone #: $ 12,756.4, VENDOR COPY
6 FULTON COUNTY PURCHASING DEPARTMENT 130 Peachtree St. SW Suite 1167 Atlanta, GA Phone # (404) PURCHASE ORDER PO DW Page 2 of 2 Purchase Order Number: Purchase Order 03/21/13 Delivery Vendor No.: VS FULTON COUNTY PURCHASING DEPARTMENT "INSTRUCTIONS AND CONDITIONS" Indicate Purchase Order Number and Vendor Number on all Invoices, Bills of Landing, cases, bundles, and correspondence. Include on your Invoice and/or Delivery Ticket, the name of the department to whom delivery goods and/or services is to be made. Attach a copy of this Purchase Order to your Invoice to insure proper and timely payment from Fulton County. Cash discount terms must be specified on your Invoice. Purchase Order, together with the Vendor's written quotation and/or Sealed Bid/Request For Proposal, form a binding agreement based upon the agreed terms between the parties. Delivered orders are issued under terms of the numbered Contract agreement (PC) indicated on the face hereof. The Vendor is required to deliver the commodities and/or services exactly and in strict accordance with the order. Substitutions of commodities and/or quantities ordered are strictly and finely prohibited. Vendor's invoice must describe the article and/or services exactly as shown on this order. The Order Number must appear on all Invoices related to this order. 0 The Purchasing Department is the only authority for transactions under this order. The vendor is cautioned not to, accept contrary instructions or conditions from any source other than the Purchasing Department, Buyer or his/her supervisor. Should the vendor receive, from any source, contrary instructions or conditions, the Purchasing Department should be notified immediately. Changes or modifications to the underlying transactions shall be in writing, and from the Purchasing & Land Department. Prices shown on this Purchase Order include all delivery costs to the delivery point shown on the order. The county is exempt from Georgia State Tax and Federal Excise tax (# ). Exemption certificates will be issued upon request. No changes in conditions, prices, quantities or deliveries will be made without specific authorization in writing (change order) issued by the Purchasing Aaent Acceptance of this order shall constitute acceptance of the terms and conditions on the face and previous pages hereof. VENDOR COPY
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