Commission Districts Affected Facilities and Transportation Services

Transcription

1 Fulton County Board of Commissioners Agenda Item Summary BOC Meeting Date 1/21/2015 Requesting Agency Commission Districts Affected Facilities and Transportation Services All Districts Requested Action (Identify appropriate Action or Motion, purpose, cost, timeframe, etc) Request ratification of emergency purchase order Public Works/General Services Department Emergency Purchase Order # DW-C in the total estimated amount of $7,200 with Just Plumbing, Inc (Norcross, GA) for plumbing repairs performed at the Wolf Creek Amphitheater Requirement for Board Action (Cite specific Board policy, statute or code requirement) In accordance with Purchasing Code Section , 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) No Is this a purchasing item? Yes Summary & Background (First sentence includes Agency recommendation Provide an executive summary of the action that gives an overview of the relevant details for the item) The Facilities & Transportation Services Department requests ratification of emergency purchase order DW-C for plumbing repairs performed at the Wolf Creek Amphitheater The emergency is the result of needing plumbing repairs performed at Wolf Creek Amphitheater The plumbing problem was an underground leak, which required that the asphalt be cut to dig down 4½ ft to expose a leak on a 3 inch PVC water service The drain was shut down on the entire property to cut out a leaking DWV 3 inch PVC 90 that was leaking Installed a new section of scheduled 40 3 inch PVC and reconnected it onto the existing 3 inch PVC with a new schedule 40 PVC fitting Upon completion the area was backfilled to grade It was necessary to repair immediately because of the concert event that was scheduled at this location, the safety of the patrons and employees and to limit excess water usage We consider this situation an emergency pursuant to Purchasing Code Section , which governs emergency procurements when there is a threat to public health, welfare or safety This effort was necessary to eliminate the health issues to the patrons and employees and waste of water resources Agency Director Approval Typed Name and Title Phone Felicia Strong-Whitaker, Interim Director (404) County Manager s Approval Signature Date Revised 03/12/09 (Previous versions are obsolete)

2 Contract & Compliance Information Continued (Provide Contractor and Subcontractor details) Not Applicable

3 Contracto r Type Contracto r Status Prime M/FBE Just Contracto r Name Plumbing, Inc Addres s 3795 Grand Forest Dr City Norcros s Stat e Zip Contact Code Name GA Brain Sutherli n Contac t Phone (770) Contact jamie4plumbing@gmailco m Upon Amount Percentag Approva e l $7, Prime/Contrac t Value 100% $7,20000 Agency Director Approval Typed Name and Title Phone Felicia Strong-Whitaker, Interim Director (404) Signature Date Revised 03/12/09 (Previous versions are obsolete) County Manager s Approval

4 Solicitation Information No Bid Notices Sent: No Bids Received: NON-MFBE MBE FBE TOTAL Total Contract Value $7,20000 Total M/FBE Values $7,20000 Total Prime Value $7,20000 Fiscal Impact / Funding Source (Include projected cost, approved budget amount and account number, source of funds, and any future funding requirements) : General Fund, Facilities & Transportation Services, Professional Services- $7,200 Exhibits Attached (Provide copies of originals, number exhibits consecutively, and label all exhibits in the upper right corner) Exhibit 1: Emergency PO DW-C Exhibit 2: Emergency Memo Exhibit 3: Contractor Performance Report Source of Additional Information (Type Name, Title, Agency and Phone) Kun Suwanarpa, Interim Director, General Services/Public Works, (404) Agency Director Approval Typed Name and Title Phone Felicia Strong-Whitaker, Interim Director (404) County Manager s Approval Signature Date Revised 03/12/09 (Previous versions are obsolete)

5 Continued Procurement Contract Attached: No Previous Contracts: Yes Solicitation Number: EPO 520 Submitting Agency: Facilities & Staff Contact: Harry Jordan Contact Phone: (404) DW-C Transportation Services Department Description: Ratification of Emergency PO for Plumbing Repair at Wolf Creek Amphitheater Total Contract Value: Original Approved Amount: Previous Adjustments: This Request: $7,20000 TOTAL: $7,20000 FINANCIAL SUMMARY MBE/FBE Participation: Amount: $7,20000 %: 100% Amount: %: Amount: %: Amount: %: Grant Information Summary: Amount Requested: Cash Match Required: In-Kind Start Date: Approval to Award End Date: Apply & Accept Match Account $: Funding Line 1: Funding Line 2: Funding Line 3: KEY CONTRACT TERMS Funding Line 4: Start Date: Cost Adjustment: End Date: Renewal/Extension Terms: ROUTING & APPROVALS (Do not edit below this line) XX Originating Department: Suwanarpa, Kun Date: 11/5/2014 County Attorney: Date: XX Purchasing/Contract Compliance: Strong-Whitaker, Felicia Date: 1/11/2015 XX Finance/Budget Analyst/Grants Admin: Whitted, Ivan Date: 11/18/2014 Grants Management: Date: X County Manager: O'Connor, Patrick Date: 1/15/2015

6 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 SuiteG-119 Atlanta, GA PURCHASE ORDER Page 1 of 2 Purchase Order Number: PO DW-C Purchase Order Date: 10/08114 Delivery Date: To: JUST PLUMBING 4025 P1easantdale Road Atlanta, GA Contact: Brian Sutherlin Vendor No: VS Special Instructions: Line Commodity Code / Description Shin To Address: General Services Department 79 Milton Avenue Administrative Office Atlanta, GA FOB: I Quantity I Unit(s) I Unit Price I Total Amount 000 I I $ 000 I $ 7,20000 Plumbing Equipment & Fixtures, Maintenance & Repair Emergency procurement for plumbing repairs performed at Wolf Creek Amphitheater in the amount not to exceed $7,20000 CONTACT Harry Jordan at with any questions regarding this purchase order DEVIATION FROM PRICES STATED IS NOT PERMITTED WITHOUT A SIGNED CORRECTED PURCHASE ORDER NOTE: NOT VALID ORDER WITHOUT ACCEPTANCE OF TERMS AND CONDITIONS ON LAST PAGE SIGNATURE Purchasing Agent Refer Question To; Buyer: Diann Wathington Phone #: VENDOR COPY Purchase Order Total $ 7,20000

7 FULTON COUNTY PURCHASING DEPARTMENT 130 Peachtree St SW Suite 1167 Atlanta, GA Phone # (404) PURCHASE ORDER Page 2 of 2 Purchase Order Number: PO DW-C Purchase Order Date: 10/08114 Delivery Date: VendorN 9: VSOOOO 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 firmly 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 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 Agent Acceptance of this order shall constitute acceptance of the terms and conditions on the face and previous pages hereof VENDOR COPY

8 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-l19 Atlanta, GA PURCHASE ORDER Page 1 of 2 Purchase Order Number: P DW-C Purchase Order Date: 10/08114 Delivery Date: Vendor No: Special Instructions: Line To: JUST PLUMBING 4025 Pleasantdale Road Atlanta, GA Contact: Brian Sutherlin VS Commodity Code / Description Shin To Address: General Services Department 79 Milton Avenue Administrative Office Atlanta, GA FOB: I Quantity I Unit(s) I Unit Price I Total Amount 000 I I $ 000 I $ 10,20000 Plumbing Maintenance & Repair (Includes Pressure Tapping Plumbing Main Health Center, RFQ #14DW94879; Replacement of existing shut off and PRY at Main(Aldredge) Health Center as described as blow: 6 6 This work will have to be scheduled to begin on a weekend day and must be completed on the same weekend 6 6 Shut of water supply to the building and drain water in the pipe system 6 6 Remove existing check valve and shut off valves 6 61nstall new Watts 4 inch flanged PRY and two new 4 inch OS & Y valves 6 6 Install a check valve or similar that will meet City of Atlanta 6 s Backflow Prevention requirements Service 6 the existing by-pass valve in its position 6 6 Test the system and restore water to the building 6 6 Verify all outlets and address any pressure/discharge problems 6 6 Clean up area once work is completed CONTACT Sang Kim at with any questions regarding this purchase order Purchase order is in accordance with vendor being the lowest, responsive, responsible quoter for quote #14DW94879C and is to commence thru December 30,2014 DEVIATION FROM PRICES STATED IS NOT PERMITTED WITHOUT A SIGNED CORRECTED PURCHASE ORDER NOTE: NOT VALID ORDER WITHOUT ACCEPTANCE OF TERMS AND CONDITIONS ON LAST PAGE SIGNATURE UAk d, Purchasing Agent Refer Question To: Purchase Order Total Buyer: Diann Wathington Phone #: $ 10,20000 VENDOR COPY

9 FULTON COUNTY PURCHASING DEPARTMENT 130 Peachtree St SW Suite 1167 Atlanta, GA Phone # (404) PURCHASE ORDER Page 2 of 2 Purchase Order Number: P DW-C Purchase Order Date: 10108/14 Delivery Date: Vendor No: VSOOOO FUL TON 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 011 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 firmly prohibited Vendor's invoice must describe the article and/or services exactly as shown on this order The Order Number must appear 011 all Invoices related to this order 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 Agent Acceptance of this order shall constitute acceptance of the terms and conditions on the face and previous pages hereof VENDOR COPY

10 -- -_ --- _ ---- ~---;,_;: r""" ~, -, --;w,-~ -- FULTON COUNTY INTEROFFICE MEMORANDUM Facilities & Transportation Services Department Phone: (404) Fax: (404) TO: Patrick O'Connor, Interim County Manager THROUGH: FROM: DATE: SUBJECT: Felicia Strong-Whitaker, Interim Director, Purchasing Department Jerry Williams, Area Manager, October 6,2014 Facilities and Transpo~~ervices :<tu Request for Emergency Purchase Order for Plumbing Repair at Wolf Creek Amphitheater REQUESTED ACTION BY MANAGER: Request approval for an Emergency Purchase Order (EPO) to be issued to Just Plumbing, Inc, for plumbing repairs performed at Wolf Creek Amphitheater, in the amount not to exceed $7,20000 DISCUSSION: The emergency is the result of needing plumbing repairs performed at Wolf Creek Amphitheater The plumbing problem was an underground leak, which required that the asphalt be cut to dig down 4% ft to expose a leak on a 3 inch PVC water service The drain was shut down on the entire property to cut out a leaking DWV 3 inch PVC 90 that was leaking Installed a new section of scheduled 40 3 inch PVC and reconnected it onto the existing 3 inch PVC with a new schedule 40 PVC fitting Upon completion the area was backfilled to grade It was necessary to repair immediately because of the concert event that was scheduled at this location, the safety of the patrons and employees and to limit excess water usage CONCLUSION: We consider this situation an emergency based on the Purchasing Code Section , which governs emergency procurements when there is a threat to public health, welfare or safety This effort was necessary to eliminate and safety issues to patrons and employees and waste of water resources Therefore, we request that this be handled as an emergency request in order to resolve this matter as soon as possible The fundin,g is available in account line in the total amount not to exceed $7,20000 If you require additional information, please contact Harry Jordan at (404) ~ q, b IOf,o{,f

11 Page 2 Patrick O'Connor, Interim County Manager Emergency Purchase Order Request- Plumbing Repairs at Wolf Creek Amphitheater October 6, 2014 Attachments: Invoice #11106 Pictures of Damaged Interior Structural RQS # cc: Anna Howell, Assistant County Manager/Chief of Staff Jerry Williams, Area Manager, FSTD Charles Leonard, CAPA, C Team, Purthasing '& Contract Compliance April Pye, Interim Assistant Director of Administration, FTSD ocervcl:d Harry Jomanj'ZYS;S Approved: L ----~~ Patrick O'Connor, Interim County Manager riu< /t- t fuat hvu Is /n: ~Iut_ ~ 6-dc_ U{)n_; 10,1-3 {lf;-; ~u_ J"VLtm ~ ~~ (X()~~is ~ /;u y{ /1 a )hrc~ fp lht F~(_ ty~~j ~~L lua1h~ ('~tj IV

12 Contractors Performance Report - Just Plumbing_Other Services Rating Form_ Page 1 of2 Sul;lmit Form DEPARTMENT OF PURCHASING & CONTRACT COMPLIANCE CONTRACTORS PERFORMANCE REPORT OTHER SERVICES Report Period Start Report Period End Contract Period Start Contract Period End 4/1/2014 m 10/31/2014!II 4/1/2014 m 10/31/2014!II PO Number DW-C 10/6/2014 m Department FACILITIES AND TRANSPORTATION SERVICES 0 Bid Number Service Commodity Contractor o = Unsatisfactory 1 = Poor 2 = Satisfactory 3 = Good 4 = Excellenl PO DW-C Emergency Plumbing Repair Just Plumbing PO Date Achieves contract reqinrements less than 50% of the time, not responsive, effective and/or eiiicient, unacceptable delay, incompetence, high degree of customer dissatisfaction AC/liavos contract requirements 70% of ti,e time Marginally responsive, effective end/or etttctent; delays require significant adjustments to programs; key employees marginally capable; customers somewhat satisfied Achieves contract requirements 80% o! the time; generally responsive, effective and/or efficient; delays are excusable and/or results in minor programs adjustments; employees are capable and satisfactorily providing service without intervention; customers indicate satisfaction Achieves contract requirements 90% of tile time Usually responsive; effective and/or efficient; delays have not impact on programs/mission; key employees are highly competent and seldom require guidance; customers are highly satisfied Achieves contract requirements 100% of tile time Immediately responsive; highly efficient andloreffective; 110 delays; key employees are experts and require minimal directions; customers expectations are exceeded 1 Quality of Goods/Services (-Specification Compliance - Technical Excellence - Reports/Administration - Personnel Qualification) (' 0 (' (' 2 Ie 3 (' 4 Comments: Vendor provided good and services of acceptable Quality Services generally complied wilh specificajions 2 Timeliness of Performance (-Were Milestones Met Per Contract - Response Time (per agreement, if applicable) - Responsiveness to Direction/Change - On Time Completion Per Contract) (' 0 c Comments: Vendor provides great services in a timely fashion (' 2 Ie 3 (' 4 3 Business Relations (-Responsiveness to Inquiries - Prompt Problem Notifications) Comments: (' 0 Relationship with Fulton County is generally great Very responsive to communications (' (' 2 (' 3 Ie 4 4 Customer Satisfaction (-Met User Quality Expections - Met Specification - Within Budget - Proper Invoicing - No Substitutions) Comments: (' 0 (' (' 2 fultonga, us/sites/fulcoforms/purchasingl _layouts/f ormservera 10/29/2014

13 Contractors Performance Report - Just Plumbing_Other Services Rating Form_ Page 2 of2 (' 3 Vendor provides good communication with county staff (i 4 5 Contractors Key Personnel ( Credentials/Experience Appropriate «Effective Supervision/Management Available as Needed) (' 0 (' Comments: Vendor has qualified and experienced staff at Engineer/Management level However some of the field personnel lacks some level of knowledge with some plumbing system c 2 ~ 3-4 Overall Performance Rating: 34 Would you selectlrecommend this vendor again? (Check box for Yes Leave Blank for No) Rating completed by: Airmis Thomas - (i Yes (' No tr/\ava ff"/l-r: A 0~lVru'( ~ 1/1 J i {_A ( I"rM S ll r -, u» ~ -Departmant i:tead ~awe M,-OV _r-, r -eepa~& ~ead 5igDalM[~ IM4 6"; e: Date 10/29/2014 i \ I Suqmit Form ormservera 10/29/2014