I~r. BOC Meeting Date June 19, Commission Districts Affected All Districts. Requesting Agency

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1 FULTON COUNTY Fulton County Board of Commissioners Agenda Item Summ Requesting Agency Facilities and Transportation Services Department BOC Meeting Date June 19, 2013 Commission Districts Affected All Districts Requested Action (Identify appropriate Action or Motion, purpose, cost, tim eframe, etc.) Request approval of lowest responsible bidders - Facilities & Transportation Services Department, Bid #13ITB86413K-REV-JAJ, Roof Maintenance, Repair and Replacement County-Wide in the total amount of $400,000 with (A) RYCARS Construction, LLC (Atlanta, GA) in the amount of $260,000 and (B) Ideal Building Solutions, Inc. (Atlanta, GA) in the amount of $140,000 to provide roof maintenance, repair and replacement services for all County facilities effective upon execution of contract for one year with two renewal options. Requirement for Board Action (Cite specific Board policy, statute or code requirement) In accordance with Fulton County Purchasing Code Section 2-314, all competitive sealed bids of more than $50, shall be forwarded to the Board of Commissioners for approval. Is this Item Goal Related? (/fyes, describe how this action meets the specific Board Focus Area or Goal) No Is this a purchasing item? Yes 5 mmary & Background I (First sentence includes Agency recommendation. Provide an executive summary u of the action t/1at gives an overview of the relevant details for the item.) The Facilities & Transportation Services Department requests approval of the lowest responsible bidders to provide roof maintenance, repair and replacement services for all County-wide facilities. This project consists of the following major elements: providing roof maintenance, repair and replacement services for all Fulton County facilities on an as needed basis. This is a time and material contract which includes all labor, materials, equipment, removing and disposing of existing roofing; permits and licenses necessary to complete projects. This contract is necessary to address aging roofing systems that have reached the end of their life cycle. It is in the County's best interest to award to multiple vendors in order to provide the maximum flexibility in accomplishing these repairs on a timely and efficient basis. The County spent $784, in FY Total number of notifications: Total number of notifications to Fulton County based businesses: Total number of notifications to M/FBEs: Total number of notifications to FBE: 0 5. Total number of Bids received: 2 Agency Director Approval Typed Name and Title Phone Felicia Strong-Whitaker, Interim Director (404) Signature Date county Manager's Approval I~r Revised 03/12/09 (PrevIOUS versions are obsolete)

2 Continued 6. Total number of Bids from Fulton County based businesses: 1 Contract Compliance Information I (Provide Contractor and Subcontractor details.) (A) Contract Value: Prime Vendor: Prime Status: Location: County: Prime Value: Subcontractor: Subcontractor Status: Location: County: Contract Value: Subcontractor: Subcontractor Status: Location: County: Contract Value: Total Contract Value: Total M/FBE Value: (B) Contract Value: Prime Vendor: Prime Status: Location: County: Prime Value: Subcontractor: Total Contract Value: Total M/FBE Value: $260, Rycars Construction, LLC African American Male Business Enterprise Non-Certified Atlanta, Georgia Fulton County $241, or 92.84% Tebarco Mechanical Non-Minority Alpharetta, Georgia Fulton County $9, or 3.58% D & D Electrical Non-Minority Fayetteville, Georgia Fayette County $9, or 3.58% $260, or 100% $241, or 92.84% $140, Ideal Building Solutions, Inc. Non-Minority Atlanta, Georgia DeKalb County $140, or 100% None $140, or 100% -0-

3 ? Contractor Contractor Contractor fa,ddress City State Zip Contact Contact Contact Upon ~mount Percentage Prime/Contractl Irype Status Name Code Name Phone Approval Value Prime M/FBE RYCARS 3450 Atlanta GA Ryan (404) $400,000 $260,000 ~5% $260,000 Construction, Buffington Burks 209- LLC icenter, 9991 Suite B Prime Non- Ideal 3842 Atlanta GA Jason (770) finnev@ibsroofina.com $140,000 35% $140,000 M/FBE Building Green Finney ~51- ~olutions Industrial 7183 Way 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)

4 Solicitation NON-MFBE MBE FBE TOTAL Information No. Bid Notices Sent: No. Bids Received: Total Contract Value $400, or 100% Total M/FBE Values $241, or 60.35% Total Prime Value $381, or 95.35% (Include projected cost, approved budget amount and account number, Fiscal Impact I Funding Source source of funds, and any future funding requirements.) C017: Capital Improvements, Facilities & Transportation Services, Roof Repairs - $400,000 Exhibits Attached (Provide copies of originals, number exhibits consecutively, and label ai/ exhibits in the upper right corner.) Exhibit 1: Contractor Performance Reports Exhibit 2: Bid Tabulation Sheet Exhibit 3: 2013 Priority Roof Repairs Source of Additional Information (Type Name, Title, Agency and Phone) David L. Ricks, Director, Facilities & Transportation Services Department (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 Procurement Continued Contract Attached: Previous Contracts: No No Solicitation Number: Submitting Agency: Staff Contact: Contact Phone: 13ITB86413K-REV- Facilities & Harry Jordan S933 JAJ Transportation Services Description: FINANCIAL SUMMARY Total Contract Value: MBE/FBE Participation: Original Approved Amount: $400,000 Amount: $260,000 %: 6S% Previous Adjustments: Amount: %: This Request: $260,000 Amount: %: TOTAL: $260,000 Amount: %: Grant Information Summary: Amount Requested: 0 Cash Match Required: 0 In-Kind Start Date: Approval to Award End Date: 0 Apply & Accept Match Account $: Funding Line 1: Funding Line 2: Funding Line 3: Funding Line 4: SOO-S20-S200-C017 KEY CONTRACT TERMS Start Date: Upon BOC Approval Cost Adjustment: End Date: Renewal/Extension Terms: ROUTING & APPROVALS X Originating Department: Benefield, Sheila Date: 6/S/2013 County Attorney: Date: X Purchasing/Contract Compliance: Felicia Strong-Whitaker Date: 6/7/2013 X Finance/Budget Analyst/Grants Admin: Jones, Monica Date: 6/S/2013 Grants Management: I Date: County Manager: Date:

6 Procurement Continued Contract Attached: Previous Contracts: No No Solicitation Number: Submitting Agency: Staff Contact: Contact Phone: 13ITB86413K-REV- Facilities & Harry Jordan S933 JAJ Transportation Services Description: FINANCIAL SUMMARY Total Contract Value: MBE/FBE Participation: Original Approved Amount: $400,000 Amount: %: Previous Adjustments: Amount: %: This Request: $140,000 Amount: %: TOTAL: $140,000 Amount: %: Grant Information Summary: Amount Requested: Cash Match Required: In-Kind Start Date: Approval to Award End Date: D Apply & Accept Match Account $: Funding Line 1: Funding Line 2: Funding Line 3: Funding Line 4: SOO-S20-S200-C017 KEY CONTRACT TERMS Start Date: Upon BOC Approval Cost Adjustment: End Date: Renewal/Extension Terms: ROUTING & APPROVALS X Originating Department: Date: County Attorney: Date: X Purchasing/Contract Compliance: Felicia Strong-Whitaker Date: 6/7/2013 X Finance/Budget Analyst/Grants Admin: Date: Grants Management: Date: County Manager: Date:

7 Department of Purchasing & Contract Compliance Fulton County, GA BID TABULATION SHEET Roof Maintenance, Repair and Replacement County-Wide 131TB86413K-REV -JAJ DATE: April 24, 2013 TOTAL NUMBER OF BIDDERS: 2 James A. Jones APA * CONTRACTOR'S NAME BID BOND YES/NO TOTAL BASE BID AMOUNT GA UTILITY LICENSE YES/NO Rycars Construction, LLC (EEV # 30678, NAIC # 14494) Yes $260,000 N/A Ideal Building Solutions, LLC (EEV #325529, NAIC# 10178) Yes $140,000 N/A ~ *INDICATES BUSINESS IS LOCATED IN FULTON COUNTY THE RESULTS RECEIVED IN RESPONSE TO THIS SOLICITATION DOES NOT REFLECT AWARD OF THIS CONTRACT. RESPONSES WILL BE FURTHER EVALUATED BY FULTON COUNTY REPRESENTATIVES.

8 fulton COUNTY FACILITIES & TRANSPORTATION SERVICES DEPARTMENT 141 Pryor Street, S.W., Suite G-119 Atlanta, Georgia Telephone: (404) , Fax: (404) TO: FROM: DATE: SUBJECT: Felicia Strong-Whitaker, Interim Director Purchasing and Contract Compliance Department David L. Ricks, Director May15,2013 Contract Performance Report (CPR) The Contractor listed below has not to our knowledge provided any professional services or goods for the Fulton County Facilities & Transportation Services Department. Project: Project No.: Contractor: Roof Maintenance, Repair and Replacement County-Wide 13ITB86413K-REV-JAJ RYCARS Construction, LLC 3450 Buffington Center, Suite B Atlanta, GA POC: Ryan E. Burks, President Tel#: (404) If you require any additional information, please contact Harry Jordan, Financial System Supervisor, Facilities & Transportation Services Department at (404) DLR/SB/MR/hj cc: Donna Jenkins, CAPA, Team K James Jones, APA, Team K Michael Ross, Assistant Director of Building Construction & Jail Services Michelle Cox, Project Manager, Building Construction Sheila Benefield, Assistant Director of Administration

9 \ l\viiv I UV/'U\.//IV UL..VV III GOmraCIOrs yerronnance l<:..eporr - weal OUllGlng SOlftluons _ llc consuucuon l::iervlces Rat....Page 1 of 2,;, DEPARTMENT OF PURCHASING & CONTRACT COMPLIANCE CONTRACTORS PERFORMANCE REPORT CONSTRUCTION SERVICES R6port Period Start Report Poriod End ConlractPorlod start Contract Porlod End PO Number... Jiilll 3/?!.201~.. PO Date 112SC79735JAJ Department BId Numbor Service CommodIty Contractor 111TB79735K-JAJ.'-j ( o ~ Unsatisfactory A ell/eves contract requirements less than 50% of the ti(11fj J not J(Jspons/v(], effective and/or afflc}ant r unacceptable delay, IncomP')tence, high degree of customer dissatisfaction. 1;1. Poor Achieves contrnct requirements 70'~ of the timc. MargInally responslve J effective and/or officient; delays require sjgnlffcant adjustments to programs; key employees marginally capable; customers somewhat satisfied. 2 ~ Sa tlsiactory Achfev6s comrae;t requirements 80% olthe time; generally rasponsive l effectfvo and/or officienti delays are excusable and/or results In minor programs adjustmqnts; amp/oyess are capable Bnd SIltisfacforlly providing service without intervention; customers indicate satisfaction. 3 = Good Achieves contract requirements 90% of the time.. UsuaJly responsive; effective and/or efficient; dej3ys have (tot Impact on programs/mission; key employ.". afe hfghly competent and saldom rsquirt> guidanoe; customers are highly satisfied. 4. ': ExceJtent A ch;oves contract requiroments 100~'P of the tfme. fmmediatoly responsive; highly efficient and/or effective; no delays; key employeas are experts Dnd require minlpljl dlrect/ons; cus(ome~ expectations are exceeded. 1. Prelect Development (-Specification Compliance - Tp.chnical Excellence - Repdtts/Adminlslration - PersOI1m.1 QuafificaUon) r 0 r (' :z r. 3 (' 4 Comments: Contractor personnet have lechoicai expertise 10 perform worf<. and are complying with specibcatlons. 2. Design (.Were Milestones Met Per Contract - Ren.bilhy - Responsiveness to Direction/Change - On Time Complelion - Uqulclated Damages) r (' Comments: O:lntraG}or has made extra efforts to mee1 mite51ones; conttsctor responsiveness ha$ been exceljen1 and has responded favofabfy10 changes on Ille project. (' 2 (' r Award - Proposal Development (-Met Tlm.lesslDu. Datos - Reasonable/Cooperative - Flexible/Motivated - Prompt Problem NotifIcation) (' (' r 2 r 3 (0' 4 Comments: Controctor has been very proactive wtlh meellng due dates;!hey have been very cooperalive as well as fi..,iblo when chages were needed. SupelVisory 51aff have been prompt to respond when notified of comhions needing correction. ~ Conn1nJclion (.Mobiliza1lon TImely - Were Milestones Mel - MeUExceedetJ Specifications - WHhin Budge{ Performance - Proper Invoicing - Quality of Woll< - Responsive to Owner) Comments: (' 0 r r 2 r 3 5/14/201J~ Opt-Out: +

10 'UV/ '(Ju/ I V 'UL. VV I II I U;jV L VI L Contractor has made ever:! effon to exceed spedficauons; Contractor has provide d proper inv%clng and /s veri attentive to the delli/is of the job which reflect in the hlgl1 quality of the work. 5. Closoout Action and Contractors Kay Porsonnel ( Elfective Management - CredootlalslExperlence - Ability to Accomplish Mission - Conduct) Comments: M~nagement st.ff are very experlen<:ed; Foreman is very experienced and focused on productivity and quality as well as job completion, r 0 r (' 2 (!i" 3 r 4 OVerall Performance RillIng: Waul d you solect/recommend thl" vendor again? (Chock box for Yes, leave Blank for No) ~ Yes r No RaUng completed by: Michelle,Cox Date ~jtforml /2013 Opt-Out: +

11 A B C D ROOF REPAIRS - PRIORITY LISTING Quotel 2 Priority Facility Name Estimate Comments 3 1 Central Library Quote $750,000 High public usage building; entire roof leaks 4 2 HJC Bowden Senior Center 5 3 SW Regional(Cascade) Library Estimate $35,000 Reoccurring leaks-sky lights; high use facility 6 4 South Fulton Health Center Estimate $15,000 Leaks in Walk way 7 5 Fairburn -Hobgood Library Estimate $25,000 Roof leak just inside front door 8 6 Hapeville Library 140,000 Replacement and Repair to Interior Ceiling Insulation 9 7 Animal Control Estimate $1800,0 Full Gutter Replacement & repair to facia 10 8 Kirkwood Library Estimate $20,000 Roof leaks-waiting for contrctor quote 11 9 South Fulton Regional Library Estimate $25,000 Roof Leak in Reference Area Fulton County Justice Center 300, Area over Sheriff's Department and Chiller Units North Side Library Estimate $25,000 Repairs completed 2/ Adamsville/Collier Heights Library Estimate $20,000 Roof leak-ongoing Repairs by FC Roofers East Point Library Estimate $20,000 Roof leak-ongoing Repairs by FC Roofers DogwoodSenior Center Estimate $20,000 Roof leak-ongoing Repairs by FC Roofers Northeast/Spruill Oaks Regional Library Estimate $15,000 Isolated Repairs Ponce De Leon Library Estimate $25,000 Roof leak-ongoing Repairs by FC Roofers East Atlanta Library Estimate $12,000 Water leak in meeting room Auburn Avenue Research Library Estimate $20,000 Roof leak-ongoing Repairs by FC Roofers Dogwood Library Estimate $20,000 Roof leak-ongoing Repairs by FC Roofers Buckhead Library Quote $150,000 Reoccurring leaks-sky lights; high use facility Sandy Springs Library Estimate $75,000 Roof and foundation leaks; high public usage building Roswell Library Estimate $150,00 Full Gutter Replacement & repair to facia Cox, Michelle Page 1 6/11/2013

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