Commission Districts Affected Public Works/General Services

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1 Fulton County Board of Commissioners Agenda Item Summary BOC Meeting Date 6/3/2015 Requesting Agency Commission Districts Affected Public Works/General Services All Districts Requested Action (Identify appropriate Action or Motion, purpose, cost, timeframe, etc.) Request approval to renew existing contracts - Public Works/General Services Department, Bid #13ITB86413K-REV-JAJ, Roof Maintenance, Repair and Replacement County-Wide in the total amount of $1,130,701 with (A) RYCARS Construction, LLC (Atlanta, GA) in the amount of $522,619 and (B) Ideal Building Solutions, Inc. (Atlanta, GA) in the amount of $608,082 to provide roof maintenance, repair and replacement services for all County facilities. This action exercises the second of two renewal options. No renewal option remains. Effective dates: July 29, 2015 through July 28, Requirement for Board Action (Cite specific Board policy, statute or code requirement) In accordance with Purchasing Code Section (6), the Purchasing Department shall present all renewal requests to the Board of Commissioners at least 90 days prior to the contract renewal date or 60 days if the contract term is six (6) months or less. 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 Public Works/General Services Department requests approval to renew the existing contracts to provide roof maintenance, repair and replacement services for all County-wide facilities. This contract 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. In addition to the base authority for routine roof maintenance and repair for County-wide facilities in the amount of $400,000. The Department is requesting an additional authority due to several County facilities that have been identified as major priority for roofing replacements/repairs in the amount of $730,971. Most of these facilities are listed as part of the 2015 Facilities Capital Improvement Plan, which included the roof replacement program that was approved by the Board of Commissioners on 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 May 6, 2015, as Agenda Item # : Continued Facility Propose Action Proposal Cost Milton Avenue Warehouse Replace and Recoat $126, Sandy Springs Recycling Center Full Roof Replacement $23, Darnell Senior Center Repair Reception Area $15, Dogwood Library Full Replacement $39, Cleveland Ave Library Roof Repair $48, Dorothy Benson Senior Center Full Replacement $45, HJC Bowden Senior Center Roof Repair $37, Public Safety Building Area 2 Full Roof Replacement $95, Northside Library Full Roof Replacement $49, Roswell Neighborhood Senior Ctr Roof Repair $40, South Fulton Family Resource Ctr Roof Repair $25, Hapeville Senior Center Full Roof Replacement $25, Peachtree Street Gutter System $25, Replacement Central Training Center Full Roof Replacement $75, Area 2 Welcome All Park Retractable Pool Roof $7, Repair Juvenile Justice Center Front Entrance Canopy $2, Repair South Fulton Tennis Center Roof Repair $49, Total Estimated Cost $730, The County spent $400,000 in FY2014 (A) RYCARS Construction, LLC CURRENT CONTRACT HISTORY BOC ITEM DATE DOLLAR AMOUNT Original Award Amount /19/13 $260, st Renewal /21/14 $260, nd Renewal $522, Total Revised Amount $1,042, (B) Ideal Building Solutions, Inc. CURRENT CONTRACT HISTORY BOC ITEM DATE DOLLAR AMOUNT Original Award Amount /19/13 $140, st Renewal /21/14 $140, nd Renewal $608, Total Revised Amount $888,082.00

3 Contract Compliance Information Continued (Provide Contractor and Subcontractor details.) (A) Contract Value: $522, Prime Vendor: RYCARS Construction, LLC Prime Status: African American Male Business Enterprise Non-Certified Location: Atlanta, GA County: Fulton County Prime Value: $485, or 92.84% Subcontractor: Tebarco Mechanical Subcontractor Status: Non-Minority Location: Alpharetta, Georgia County: Fulton County Contract Value: $18, or 3.58% Subcontractor: D & D Electrical Subcontractor Status: White Female Business Enterprise Non-Certified Location: Fayetteville, Georgia County: Fayette County Contract Value: $18, or 3.58% Total Contract Value: $522, or 100% Total M/FBE Value: $503, or 96.42% (B) Contract Value: $608, Prime Vendor: Ideal Building Solutions, Inc. Prime Status: Non-Minority Location: Atlanta, GA County: Fulton County Prime Value: $608, or 100% Subcontractor: -0- Grand Contract Value: $1,130,701 or 100% Grand M/FBE Value: $503, or 44.57% Click here to enter text.

4 Contractor Contractor Contractor Address City State Zip Contact Contact Contact Upon Amount Percentage Prime/Contract Type Status Name Code Name Phone Approval Value Prime M/FBE Rycars $522, % $485, Sub Non-M/FBE Tebarco $9, % $ 18, Mechanical Sub M/FBE D & D $9, % $ 18, Electric Prime Non-M/FBE Ideal Building Solutions, Inc. $608, % $608, 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 Solicitation Information No. Bid Notices Sent: No. Bids Received: NON-MFBE MBE FBE TOTAL Total Contract Value $1,130, or 100% Total M/FBE Values $ 503, or 44.57% Total Prime Value $1,093, or 96.69% Fiscal Impact / Funding Source (Include projected cost, approved budget amount and account number, source of funds, and any future funding requirements.) C017: Capital Improvement, General Services, Roof Repairs-FY2015, $352, C017: Capital Improvement, General Services, Roof Repairs-FY2016, $397, Pending 2016 BOC Budget Approval Exhibits Attached (Provide copies of originals, number exhibits consecutively, and label all exhibits in the upper right corner.) Exhibit 1: Contractor Performance Reports Exhibit 2: Contract Renewal Evaluation Form Exhibit 3: Contract Renewal Agreements Source of Additional Information (Type Name, Title, Agency and Phone) Kun Suwanarpa, Interim Director, Public Works/General 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)

6 Continued Procurement Contract Attached: Yes Previous Contracts: Yes Solicitation Number: 13ITB86413-REV-JAJ Submitting Agency: Public Staff Contact: Harry Jordan Contact Phone: (404) Works/General Services Department Description: Renew Existing Contracts to Provide Roof Maintenance for County-Wide Facilities. Total Contract Value: Original Approved Amount: $ 400, Previous Adjustments: $ 400, This Request: $1,130, TOTAL: $1,930, FINANCIAL SUMMARY MBE/FBE Participation: Amount: $503, or 44.57% 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: C017: $352, FY2015 & $397, FY2016 Pending BOC Budget Approval Funding Line 2:. Funding Line 3:. KEY CONTRACT TERMS Funding Line 4:. Start Date: 7/29/2015 Cost Adjustment:. End Date: 7/28/2016 Renewal/Extension Terms:. ROUTING & APPROVALS (Do not edit below this line) XX Originating Department: Suwanarpa, Kun Date: 5/8/2015. County Attorney:. Date:. XX Purchasing/Contract Compliance: Strong-Whitaker, Felicia Date: 5/28/2015 XX Finance/Budget Analyst/Grants Admin: Jones, Monica Date: 5/13/2015. Grants Management:. Date:. X County Manager: Anderson, Dick Date: 5/28/2015

7 Contractors Pertormance Keport - Ideal buucmg solutions _ nc _ Construcuo.; page 1 ot 1. DEPARTMENT OF PURCHASING & CONTRACT COMPLIANCE, CONTRACTORS PERFORMANCE REPORT CONSTRUCTION SERVICES Report Period Start Report Period End Contract Period Start Contract Period End 4/1/2014 4/15/2015 7/28/2014 7/28/2015 PO Number PO Date Department Bid Number Service Commodity Contractor o = Unsatisfactory 1-= POOl' 2 = Satisfactory 3 = Good 4 = Excellent 131TB86413K-JAJ Roof Maintenance and Roof Replacement ideal building solutions, IIc GENERAL SERVICES Aclllevcs contract raoutrements less then 60% of tl,o 1/1110, no! responsive, effective ontuor efflclemt, unacceptable do lay, Incompetence, high degreo of customer dissetistectkm, ncnteves contract requirements: 70% of tile rime. MarginalJy responsive. effective andlor efficient; delays rcquir» stqnlticen! adjustmellts to programs; key employees marginally capable; customers somewns: sal/sned. Acl,ieves contract requirements 80% o( tile time; generally responsive, effective end/or efficient; delays are excusable tuicuor results In minor programs adjustmenls; employees are capable and stuistectority providing service witnout tntervention: customers indicate satisfaction. Achioves contrect requirements 90% of the time. Usually responsive; ettective andlor efficient; delays have not Impact on programs/mission; key employees are highly competent ena seldom require guidance; customers are higljly satisfied. Achieves contract requirements 100% of tile time. Immediately responsive; highly etticient and/or effective; 110 delays; kay employees are expens and require minimal directions; customers expectations are exceeded. 1. Project Development (-Specification Compliance - Technical Excellence - Reports/Administration - Personnel Qualification) Comments; 1. Contractor Supervision and work force exceeded technical requirements. Contractor was extremely responsive and often ahead of requests for repairs. 2. Design (-Wete Milestones Met Per Contract - Reliabil~y - Responsiveness to DirectionlChange - On Time Comptetion - Liquidated Damages) 00 o O2 Comments: 3. Award - Proposal Development (-Met TlmelesslDue Dates - ReasonablelCooperative - Flexible/Motivated - Prompt Problem Notification) comments: Contractor proposat development is efficient and provided with a quick tum around. Problems were resolved in a timely manner. Users were very pleased wlth contractor's workforce knowledge and professionalism. Contractor has responded on weekends during very heavy rains in a timely manner o O2 2. All projecl completions were well within expectations. Projects were completed w~h minimal interruption to operations at various locations. Contractor's use of work force was exemplary. 4. Construction (-MObilization Timely - Were Milestones Met - MeUExceeded SpeCifications - Within Budget Performance - Proper Invoicing - Quality of Work Responsive to Owner) 00 o Commonts: _layouts/ /2015

8 Contractors Performance Report - Ideal building solutions _ llc _ Construcuo.; r'age z 01 L o 2 4. Contractor met quality requirements and industry standards. Additionally proposals lypically are 20% less than other similar service providers. 5. Closeout Action and Contractors Key Personnel (-Effectlve Management - Credentlals/Expertenco - Ability to Accomplish Mission - Conduct) O2 Comments: 5. Contractor's supervisory staff were experienced and reliable. Every effort was made to accommodate unusual schedules of various tocations. Particutar attention was paid to repairs made at heahh centers. Overall Performance Rating: 4.0 Would you setectirecommend this vendor again? Rating completed by: Michelle.Cox (Check box for Yes. Leave Blank for Yes 0 No Department Head Name Department Head Signature Date t<u~ &' V IoJ " ri~ ~ ~ "\ ~ ~'" I ~~ \( V\ "\ ~ ~v.\l"\' ~\. ~ 4/ /2015

9 Contractors Performance Report - R Y CARS Constructi 011_ LLC _ Construc... Page 1 ot }. DEPARTMENT OF PURCHASING & CONTRACT COMPLIANCE CONTRACTORS PERFORMANCE REPORT CONSTRUCTION SERVICES Report Period Start Report Period End Contract Period Start Contract Period End 4/1/2014 4/15/2015 7/29/2014 7/28/2015 PO Number PO Dato Department Bid Number Service Commodity Contractor 0= Unsatisfactory 1 = Poor 2 = Satisfactory 3 = Good 4 = Excellen! 13ITB86413K-REV-JAJ Roof Maintenance and Roof Replacement RYCARS Construction, LLC Ae/llovcs contract requlremonts less Wan 50% ot tno umo, nor responsive, ettocttvo oncuor etuctent, unsccoptebt«dolny, incompetence, high degreo of customer dissatisfaction. Ach/ev()s contract roautremams 70~~ o( ttie rime. Marginally responsive, ettecttvo and/or efflciellt; delays roquir«significant noiusunents to programs: hey empfoyees marg/nally capable; customers samoly/lar satisfied. Acllieves contract requirements 80% of tbe time; generally responsive, effective andlor efficient; delays ore cxcusntne enaior results in minor programs adjustments; employees are cepabt» and satisfactorily providing service wit/lout iruervention; customers Indicate satisfaction. AcllievDS contract requirements 90% of the time. Usually responsive; effective Dlldlor efficient; delays have not impact all programs/mission; key employees are IIlghly competent and seldom require guidance; customers are h/ghly satisfied. achieves contract requtrements 100% of tile rime. Immediately responsive: Ilighly etticient and/or effective; no delays: key cmployacs are experts and require minima/ directlons; customers expectations are exceeded. 1. Project Development (-Speciflcalion Compliance - Technical Excellence - ReportS/Administration - Personnel Qualification) Comments: 1. Contractor has declined to perform more complex repairs as requested by the County with regard to accepling liability. 2. Design (-Were Milestones Met Per Contract- Reliability - Responsiveness to DirectionlChange - On Time Completion - Liquidated Damages) 00 o 04 Comments: 2. Key contact employees has atlempted to be more diligent about quality..contractor has given greater attention to improved standard 01 quality by providing add~ional supervision. 3. Award - Proposal Development (-Met TimelesslDue Dates - Reasonable/Cooperatlvo - Flexlble/Motlvated - Prompt Problem Notification) Commonts: 3. Contractor promptly notified County 01 need for additional repairs. This Contractor is not a flexible as it relates to pricing lor additional work tasks. 4. Construclion (-Mobilization Timely - Were Milestones Met- MeVExceeded Specifications - Within Budget Performance - Proper Invoicing - Quatity 01 Work Responsive to Owner) Comments: 00 _layouts/... 4/15/2015

10 Contractors Performance Report - RYCARS Construction_ LLC_Construc... Page 2 of2 o 1 4. Inillal quality of work is acceptable: however. ~ does improve wah additionat supervision Ctoseout Action and Contractors Key Personnel ( Effectlve Management. Credentials/Experience Ability to Accomplish Mission Conduct) Comments: Contractor does fulfill the basic contract requirements Overall Perfonnance Rating: 2.6 Woutd you selecurecommend tills vendor again? (Check box for Yes. Leave Blank for Yes o No Rating completed by: Michelle.Cox Department Head Name - Department Head Signature Date... t<v-r-j ~ Vv.J ~N~CtPj ~,\-"J \l", 1\ ~ ~\Mo(\ ~~ ~ \ 4/15/2015 ~ ~ us/sites/fulcoforms/purchasing/ _layouts/ /20] 5

11 Contract Renewal Evaluation Form Date: April 15, 2014 Department: PUBLIC WORKS/GENERAL SERVICES Contract Number: Contract Title: 13ITB86413K-REV-JAJ Roof Maintenance, Repairs and Replacements Instructions: It is extremely important that every contract be rigidly scrutinized to determine if the contract provides the County with value. Each renewal shall be reviewed and answers provided to determine whether services should be maintained, services/scope reduced, services brought in-house or if the contract should be terminated. Please submit a completed copy of this form with all renewal requests. 1. Describe what efforts were made to reduce the scope and cost of this contract. We cannot reduce this contract because we do not have the resources in-house to perform this type of maintenance and repair. The amount requested in this contract is partially for spending authority and will only be used in case of an emergency 2. Describe the analysis you made to determine if the current prices for this good or service is reflective of the current market. Check all applicable statements and provide documentation: o Internet search of pricing for same product or service: N/A Date of search: Price found: Different features / Conditions: Percent difference between internet price and renewal price: N/A N/A N/A N/A Explanation I Notes: o Market Survey of other jurisdictions: Date contacted: Jurisdiction Name I Contact name: Date of last purchase: Price paid: Inflation rate, Adjusted price: Click here to enter text. Ongoing daily maintenance &. service Unable to give specific amount N/A N/A Percent difference between past purchase price and renewal Unknown 1 I Contract Renewal Evaluation Form

12 price: Are they aware of any new vendors? Are they aware of a reduction in pricing in this industry? DYes DYes 181 No 181 No How does pricing compare to Fulton County's award contract? Explanation I Notes: Could not determine due to lack of information from City As is the case with our roof maintenance and replacement contracts, the City of Atlanta was unable to give specifics because we were unable to determine if we had the exact same buildings. As with our bids, vendors are required to visit sites before bidding.!8j Other (Describe in detail the analysis conducted and the outcome): Reviewed quotes received from vendors for this service. 3. What was the actual expenditure (from the AMS system) spent for this contract for previous fiscal year? $400, Does the renewal option include an adjustment for inflation? (Information can be obtained from CPI index) Was it part of the initial contract? Date of last purchase: Price paid: Inflation rate: Adjusted price: Percent difference between past purchase price and renewal price: DYes DYes July 29, 201~ $400,000 N/A N/A N/A 181 No 181 No Explanation I Notes: Click here to enter text. 5. Is this a seasonal item or service? DYes!8J No Has an analysis been conducted to determine if this service can be performed in-house? 181 Yes 0 No If yes, attach the analysis. This service cannot be done in house because there is not sufficient trained staff to perform this service. Additionally the contract includes materials as well as labor. 6. What would be the impact on your department if this contract was not approved? If this contract is not approved roofs throughout the County when leaking will not be repaired potentially exposing the County to the hazards of slips and falls. 21 Contract Renewal Evaluation Form

13 April 15, 2015 Date K \) N <; \JWA fj II P..P A I LAJ'lrtt,,... be It Department Head Date 31 Contract Renewal Evaluation Form

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15 DEPARTMENT OF PURCHASING & CONTRACT COMPLIANCE Fulton County, GA CONTRACT RENEWAL DEPARTMENT: Public Works/General Services Department BID/RFP# DESCRIPTION: Roof Maintenance, Repair and Replacement County Wide BID/RFP# NUMBER: 13ITB86413-REV-JAJ ORIGINAL APPROVAL DATE: June 19, 2013 RENEWAL PERIOD: FROM: July 29,2015 to July 28,2016 RENEWAL OPTION #.2._OF ~ NUMBER OF RENEWAL OPTIONS: ~ RENEWAL AMOUNT: $490, COMPANY'S NAME: Idea Building Solutions, Inc. ADDRESS: 3842 Green Industrial Way CITY: Chamblee STATE:GA ZIP: SIGNATURES: SEE NEXT PAGE

16 SIGNATURES: Vendor agrees to accept the renewal option and abide by the terms and conditions set forth in the contract and specifications for Bid/RFP# 13ITB86413-REV-JAJ (Person signing must have signature authority for the company/corporation) NAME: (CEO, President, Vice President) (Print) VENDOR'S SIGNATURE: DATE ATTEST: NOTARY PUBLIC: TITLE: _ COUNTY: SEAL (Affix) ATTEST: FULTON COUNTY, GEORGIA MY COMMISSION EXPIRES: _ JOHN H. EAVES, CHAIRMAN BOARD OF COMMISSIONERS DATE: MARK MASSEY CLERK TO THE COMMISSION DATE: _ DEPARTMENT AUTHORIZES RENEWAL OPTION ON THE AFOREMENTIONED BID/RFP: DEPARTMENT HEAD: Kun Suwanarpa, Interim Director (Print) DEPARTMENT HEAD SIGNATURE: DATE _ Please indicate if the following are provided: D BOC Chairperson's signature required on renewals $ 50, or more or any BidlRFP previously approved by the Board of Commissioners of Fulton County. D A copy of the current Certificate of Insurance must be attached to all renewals. D Current Performance and Payment Bonds attached (If required) D Minimum of four (4) signature pages required.

17 DEPARTMENT OF PURCHASING & CONTRACT COMPLIANCE Fulton County, GA CONTRACT RENEWAL DEPARTMENT: Public Works/General Services Department BID/RFP# DESCRIPTION: Roof Maintenance, Repair and Replacement County Wide BID/RFP# NUMBER: 13ITB86413-REV-JAJ ORIGINAL APPROVAL DATE: June 19, 2013 RENEWAL PERIOD: FROM: July 29, 2015 to July 28, 2016 RENEWAL OPTION # 2 OF NUMBER OF RENEWAL OPTIONS: 2 RENEWAL AMOUNT: $260, COMPANY'S NAME: RYCARS Construction, LLC ADDRESS: 3450 Buffington Center, Suite B CITY: Atlanta STATE:GA ZIP: SIGNATURES: SEE NEXT PAGE

18 SIGNATURES: Vendor agrees to accept the renewal option and abide by the terms and conditions set forth in the contract and specifications for Bid/RFP# 13ITB86413-REV-JAJ (Person signing must have signature authority for the company/corporation) NAME: (CEO, President, Vice President) (Print) VENDOR'S SIGNATURE: DATE _ ATTEST: NOTARY PUBLIC: _ TITLE: COUNTY: SEAL (Affix) ATTEST: FULTON COUNTY, GEORGIA JOHN H. EAVES, CHAIRMAN BOARD OF COMMISSIONERS MY COMMISSION EXPIRES: DATE: MARK MASSEY CLERK TO THE COMMISSION DATE: _ DEPARTMENT AUTHORIZES RENEWAL OPTION ON THE AFOREMENTIONED BID/RFP: DEPARTMENT HEAD: Kun Suwanarpa, Interim Director (Print) DEPARTMENT HEAD SIGNATURE: DATE Please indicate if the following are provided: D BOC Chairperson's signature required on renewals $ 50, or more or any BidlRFP previously approved by the Board of Commissioners of Fulton County. D A copy of the current Certificate of Insurance must be attached to all renewals. D Current Performance and Payment Bonds attached (If required) D Minimum of four (4) signature pages required.