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Home My WebLink About2022-07-12-Meeting AgendaSpecial Called Meeting Commission Chamber- 7/12/2022- 11:00 AM 1. LEGAL MEETING A. Pending and potential litigation B. Real estate C. Personnel Attachments 2. Motion to authorize execution by the Mayor of the affidavit of compliance with Georgia's Open Meeting Act.Attachments 3. Motion to approve the state maintenance contract with CGL in the amount of $310,140.30 for July - December 2022 for the Charles Webster Detention Center. (Requested by the Administrator) Attachments www.augustaga.gov Legal Administration Committee Meeting 7/12/2022 11:00 AM Legal Meeting Department: Presenter: Caption:LEGAL MEETING A. Pending and potential litigation B. Real estate C. Personnel Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Item # 1 Legal Administration Committee Meeting 7/12/2022 11:00 AM Legal Meeting Affidavit Department: Presenter: Caption:Motion to authorize execution by the Mayor of the affidavit of compliance with Georgia's Open Meeting Act. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Item # 2 Legal Administration Committee Meeting 7/12/2022 11:00 AM Charles B. Webster Detention Center Maintenance Issues and Concerns Department:Richmond County Sheriff's Office Presenter:Sheriff Richard Roundtree Caption:Motion to approve the state maintenance contract with CGL in the amount of $310,140.30 for July - December 2022 for the Charles Webster Detention Center. (Requested by the Administrator) Background:The Charles B. Webster Detention Center was built in 1997 and the jail currently has several serious maintenance issues. 25 years in service. Analysis: Financial Impact:Sheriff Roundtree wants to discuss some of the Detention Center maintenance issues. The Sheriff’s Office has been requested to fund half of the CGL project (costing RCSO- $302,640.28 annually). Alternatives: Recommendation:Use funding from the Inmate Commissary fund or Inmate Phone Account Funds are Available in the Following Accounts: Funds from the Inmate Commissary fund or Inmate Phone Account 273000000-3423240 (creating a capital outlay account) or 278000000-3419610 (use funding) The accounts listed above are revenue accounts. fund 278 potentially has $225,000-$275,000 available which could be used. the revenue in fund 273 is obligated. we will continue to work to identify a funding source. dbw REVIEWED AND APPROVED BY: Cover Memo Item # 3 Cover Memo Item # 3 903 Phoenix Boulevard Suite 250 Atlanta, GA 30349 P: 770 / 716 0081 F: 915 / 545 9081 cglcompanies.com Proposal Prepared For: Charles B. Webster Detention Center Attachment number 1 \nPage 1 of 18 Item # 3 Introduction CGL Facility Management was established by a group of engineers and architects who felt public facilities were not receiving the preventive maintenance required to achieve optimum building performance, unnecessarily causing the facilities to fail mechanically before their time. The CGL team recognized this situation and utilized their facility maintenance, design, and construction expertise to develop a comprehensive preventive maintenance program. CGL's proposed approach, staffing, and scope of work for the Charles B. Webster Detention Center (CWDC) structured provide significant improvement in asset condition while implementing the systems and processes to sustain improvements. Our transition and technical teams will provide the services described in the following document to have an immediate and positive impact. Start-Up Services CGL's Start-up Plan addresses all services described in the Scope of Services in Attachment 1 by using evidenced- based planning to build a foundation for long-term facilities maintenance services. Our transition establishes an organization, resources, and a process that provides for the performance of both preventive as well as corrective repair activities. CGL employs a series of organized meetings to determine the service delivery culture, communication chain, quality objectives, and team goals. CGL uses its Best Practices Methods as its basis for the startup of facility preventive and corrective maintenance. The objective of the startup phase is to fully mobilize preventive maintenance staff and services without disruption of the facility. The tasks necessary to achieve our mobilization objectives include: • Understanding Current Situations • Preventive Maintenance Program • Implementation and startup of CMMS Understanding Current Situations One of the key elements of a successful transition is identifying and understanding the operational requirements within the facility. CGL will conduct client meetings to establish requirements for security clearances of staff, access requirements for staff, transitional inventory control, vehicle requirements, and communication requirements, and any additional specific requirements at the site. Preventive Maintenance Program As an output of the condition assessment and asset inventory audit, the equipment data is downloaded into the Computerized Maintenance Management System (CMMS). This asset information is combined with the manufacturer and industry-standard maintenance practices to create the preventive maintenance job tasks. These tasks are combined with a labor loading analysis to generate the preventive maintenance schedule. Preventive Maintenance schedules take into account seasonal services, life cycles of various equipment, and impact on facility stakeholders. The CMMS automatically issues Preventive Maintenance work orders, and schedules for each piece of equipment after the data is verified, and the manpower is balanced. CGL's technician is responsible for making sure each Preventive Maintenance work order is a "must-do" event. The "must-do" concept is a tenet of our Preventive Maintenance program Attachment number 1 \nPage 2 of 18 Item # 3 Policy and Procedures Manual CGL schedules interviews with Charles B. Webster Detention Center management and staff to clearly define the goals and objectives of the Preventive Maintenance Program. CGL, as an extension of Charles B. Webster Detention Center itself, will adapt to the existing policies and procedures in place at the facility. Moreover, CGL will work hand-in-hand with the Client to develop or modify policies and procedures where improvements can be realized. Attachment number 1 \nPage 3 of 18 Item # 3 Delivery of Services The Delivery of Services is organized to be flexible to the needs of the facility included in the program. Once we gain specific understanding of existing facility conditions, we organize the program so our technician can perform preventive and repair maintenance as specified in the Scope of Services. To support our client’s mission, CGL performs specific services: • Quick response to facility and operations issues • Reporting as required by the Charles B. Webster Detention Center and facility management • Inspections • Project Management Support for Special Projects • Management of Specialty Subcontractors Preventive Maintenance Response & Workflow CGL's goal is to complete all maintenance tasks with minimal disruption of the normal operations within the facility. The performance evaluation program for a technician ensures quality work for each maintenance work order. CGL's process for meeting normal maintenance workloads includes: • Proper staffing of the program, in terms of qualifications and manpower • Technician accountability for work quality and response time • Senior management monitors performance and analyzes trends for improved performance and efficiencies. CGL knows a building's systems must function normally and within equipment design standards defined by the manufacturer at all times. Our maintenance process anticipates this need and is designed to become fully operational soon after a notice to proceed is approved. Page 5 of 15 Attachment number 1 \nPage 4 of 18 Item # 3 Delivery of Services We understand that Charles B. Webster Detention Center needs the highest level of professionalism and efficiency in the services provided for its buildings. We put in place the management, supervision, and maintenance team to meet these demands. CGL's assigned technician ensures that response to work orders and requests meet the mandates specified by the facility. The onsite technician is also responsible for determining work order costs and providing customer service. All information flows through the CMMS database. Data in the CMMS, verified by CGL, generates Preventive Maintenance schedules, helps manage parts procurement & inventory, provides warranty data, and generates system reports. The CMMS holds records of the equipment history and provides a detailed snapshot of the program at any moment in time. The CMMS is essential to the successful implementation of the Preventive Maintenance Program. The Client will always have access to this live data. After performing the necessary work, the technician records all job-related information on the work order. New data regarding the equipment's performance can then be noted in the CMMS for improvements to PM schedules, predictive maintenance work orders, budget requests, or other program improvements. Day-to-Day Operations CGL proposes to provide five, (one -HVAC tech, one- Plumber, two- General Trades, one- Chief Mechanical) fulltime staff to support the ongoing maintenance operation and maintenance needs of the facility. The CGL technician performs maintenance during the normal business hours (Normal business hours to be determined by CWDC). CGL will communicate and coordinate with facility staff to minimize the impact on operations. In the event of an emergency or critical maintenance problem during normal business hours, CGL technician may be redirected by the Client's designated Contract Manager to perform other duties related to maintenance and within the scope of the contract. In addition, CGL will provide after-hours coverage through on-call staff as dispatched by the company's Call Center. CGL is the largest and most experienced provider of outsourced facility maintenance services for state and local facilities, providing value-added, turnkey maintenance solutions for correctional facilities for 21 years. CGL has current experience providing maintenance services to more than 11 million square feet of public and criminal justice facility space, including more than 7 million square feet of corrections and detention facilities. No other correctional or commercial facility management firm has as much current experience as CGL. Since 2010, CGL successfully completed work on 1,289,864 work orders with an average completion time of fewer than 1.5 hours, for 11 separate public facility clients. Attachment number 1 \nPage 5 of 18 Item # 3 Client Description Years in Service Similarity Clayton County, GA Maintenance for 792,000 SF courthouse and jail, as well as the new Youth Development and Justice Center 13 Jail, large facility, urban, secure, public Virginia Department of Corrections Maintenance for 363,784 SF state prison 6 Justice facilities, secure, public Franklin County PA Maintenance for 547,290 SF of public space around the county, including the courthouse and the jail 5 Jail maintenance, justice facilities, urban, public Mohave County, AZ Maintenance for 350,000 SF county jail facility 4 Jail, urban, large facility, secure, public facilities Fort Bend County, TX Maintenance for 581,166 SF justice center, including two jail towers and sheriff's administration 3 Justice facilities, secure facilities, public Georgia Department of Juvenile Justice Maintenance for 2,152,639 SF of juvenile justice and detention facilities 11 Justice facilities, secure, public Georgia Bureau of Investigation Maintenance for 10,958 SF of secure lab space 4 Criminal justice, secure, public Georgia Tech Housing Maintenance for 3,265,453 SF of student housing central plants and mechanical systems 2 Large facilities, mechanical equipment, complex users Georgia County of Human Resources Maintenance for 175,000 SF of office space and secure temporary housing 1 Secure, public facility Placer County, CA Comprehensive maintenance for two County jail facilities 2 Jail maintenance, secure, public facilities Attachment number 1 \nPage 6 of 18 Item # 3 Qualifications The average age of CGL's current contracts is 4.5 years. The excellent technical service provided by CGL, along with our customer-first philosophy, means that our contracts are usually renewed beyond the initial contract period. Our initial contracts run anywhere from three years to ten years, depending on the specific needs of the Client. Our strong foundation and history, combined with the resources readily available from our corporate offices in Atlanta and El Paso allow us to execute long-term contracts professionally, with cost efficient and high- quality service. Technical Qualifications CGL's mission is to be the best provider of professional services to correctional facilities to help maintain and improve the overall justice systems of our clients. CGL is organized to provide all professional and technical services related to criminal justice facility assessment, maintenance, and engineering system needs. CGL comprehensively manages and maintains an entire facility operation while providing recommendations for building and operational improvement. Our approach considers both preventive maintenance and repair needs. By improving the performance of a building's equipment and engineering systems, and by keeping them at optimum condition, we guarantee a better functioning building as well as a substantial reduction in annual maintenance and energy costs. CGL has more than 40 years of demonstrated success planning, building, and maintaining facilities. We work in diverse environments and can adapt to any specific condition. We work on the cutting edge of facility trends to improve existing client systems for better and more efficient operations. Through a specific understanding of facilities, CGL performs all of the scope requirements by providing: • A proven system of preventive maintenance • Outstanding response and technical performance • A well-defined plan utilizing the right people for the job • Support for projects and capital improvements • The best maintenance management team Page 8 of 15 Attachment number 1 \nPage 7 of 18 Item # 3 Attachment 1 – Scope of Services 1. Phase I – Startup and Transition 1) Staffing 2) Subcontractor Identification and Selection 3) Certification and Inspection Requirements 4) Collection and Input of required data into the selected Computerized Maintenance Management System (CMMS) a. Inputting all facility infrastructure equipment data into the system, including: a. Model numbers b. Serial numbers c. Equipment description d. Location e. Equipment size b. Barcoding/tagging all equipment 5) Develop Critical Spare Parts and Store Control 6) Implement ongoing Training Programs 2. Phase II a) Ongoing Maintenance Operations b) Emergency Response c) Preventive Maintenance d) Trouble Call and Repairs e) Materials and Spare Parts Inventory f) Reporting g) Quality Management 3. General Requirements a) To successfully transition to contract preventive and corrective maintenance services. b) Implementation of a Computerized Maintenance Management System (CMMS). c) Respond to maintenance trouble calls and provide repairs as needed. d) Respond to after-hours and emergency maintenance requests and repairs as needed. e) Provide maintenance services to the facility economically while maintaining a safe, secure, and sanitary environment for residents and staff. f) Provide maintenance services in accordance with federal and state laws and the terms of the contract. 4. System Requirements a) Contractor will be required to provide engineering management and technical expertise to protect Charles B. Webster Detention Center capital investments and to maintain interior and exterior equipment and spaces, including, but not limited to: participate in strategic planning and budgeting sessions; evaluate infrastructure needs; energy management; provide an inventory of all equipment and systems; assist Charles B. Webster Detention Center staff and outside contractors and consultants hired by CWDC or facility improvements, additions, upgrades, building retrofits and studies and monitor regulatory compliance for systems included in the scope. Attachment number 1 \nPage 8 of 18 Item # 3 b) The Contractor shall operate, maintain, monitor, and adjust the day-to-day operations of all mechanical, electrical, and building systems for which responsibility has been delegated. The Contractor shall develop and implement an effective, consistent, and documented preventive maintenance program. The program will target system performance, life cycle, cost, energy consumption, and safety. Required maintenance services for facilities include the following functions and pieces of major equipment which are only illustrative in nature, and shall also include all ancillary devices and systems that are a part of the mechanical, electrical, and building systems, unless specifically excluded herein Services i) Building Envelope and Structure a. Contractor will perform Preventive/Scheduled and Corrective/Unscheduled Maintenance and repairs to building structures including, but not limited to, doors, windows, walls, wall coverings, paint (spot/patch), floors, floor coverings, ceilings, ceiling tiles, roofs, roof gutters, elevators (to include annual inspections), lifts, and any built-in building structure. Built-in building structures are defined as permanent parts of a larger structure such as; a built-in piece of furniture, bookcase, counter, countertop, cabinet, appliance, etc. ii) Heating Ventilation and Air Conditioning a. Contractor will develop a preventive maintenance schedule for all HVAC equipment as required by the manufacturer(s), equipment condition, equipment operating history, or as dictated by the Contractor's expertise. b. Contractor will perform preventive maintenance on all HVAC equipment including but not limited to; direct exchange cooling units, heat pumps, air handling units, roof top units, exhaust fans, related distribution piping, pumps, valves, controls, thermostats, coils, refrigerant piping, compressed air systems, ductwork, grills, and insulation. c. Contractor will change all filters as required by the equipment manufacturers but at a minimum on a quarterly basis. iii) Fire Alarm a. Contractor will develop a preventive maintenance schedule for all fire alarm equipment as required by the manufacturer(s), equipment condition, equipment operating history, or as dictated by the Contractor's expertise. b. Contractor will perform preventive maintenance on all fire alarm equipment including but not limited to; fire alarm panels, exit signs, fire suppression systems, and fire extinguishers. c. Contractor is required to respond to fire alarm emergencies including but not limited to; fire alarm system failures, fire alarm system hard alarms, and fire alarm system communication failures according to the response times listed in Section 5. d) iv. iv) Fire Sprinkler a. Contractor will develop a preventive maintenance schedule for all fire sprinkler equipment as required by the manufacturer(s), equipment condition, equipment operating history, or as dictated by the Contractor's expertise. b. Contractor will perform preventive maintenance on all fire sprinkler equipment including but not limited to, smoke detectors, heat detectors, sprinkler heads, standpipes and hoses, fire pumps, chemical systems, and post indicator valves. c. Contractor is required to respond to fire sprinkler emergencies including but not limited to; fire sprinkler system failures and broken or vandalized sprinkler heads, according to the response times listed in Section 5. d) iv. Attachment number 1 \nPage 9 of 18 Item # 3 v) Electrical Systems a. Contractor will develop a preventive maintenance schedule for all electrical systems equipment as required by the manufacturer(s), equipment condition, equipment operating history, or as dictated by the Contractor's expertise. b. Contractor will perform preventive maintenance on all electrical systems equipment including but not limited to; high voltage distribution systems inclusive of transformers, switchgear, cables, and secondary conductors; all switchgear, main panel boards, subpanels, disconnects, motor starters, feeders, wiring, receptacles, switches, conduit, wire breakers, interior and exterior lighting, ballast, lighting control systems, and exterior lighting attached to the facility. c. Contractor is required to respond to electrical systems emergencies according to the response times listed in Section vi) Building Utility Systems a. Contractor will develop a preventive maintenance schedule for all utility systems as required by the manufacturer(s), equipment condition, equipment operating history, or as dictated by the Contractor's expertise. b. Contractor will perform preventive maintenance on all utility systems including but not limited to; chilled water, hot water, steam, and condensate, associated supply, return, and condensate pumps and controls, domestic hot water heat exchangers, chemical water treatment equipment, electrical, electronic, and pneumatic control systems, and compressed air systems. c. Contractor is required to respond to utility system emergencies according to the response times listed in Section 5. d) iv vii) Security Systems a. Contractor will develop a preventive maintenance schedule for all security systems equipment as required by the manufacturer(s), equipment condition, equipment operating history, or as dictated by the Contractor's expertise. b. Contractor will perform preventive maintenance on all security systems equipment including but not limited to, CCTV equipment, cameras, monitors, control panels, intercom systems. c. Perimeter detection systems are included d. Security point screening systems are not included in the Contractor's responsibility (body scanners, mail x-rays, dental/medical x-rays and metal detectors are not included) e. Contractor is required to respond to security systems emergencies according to the response times listed in Section 5. d) iv. viii) Lighting a. Contractor will develop a preventive maintenance schedule for all lighting equipment as required by the manufacturer(s), equipment condition, equipment operating history, or as dictated by the Contractor's expertise' b. Contractor will perform preventive maintenance on all lighting equipment including but not limited to; interior lighting, exterior lighting attached to the facility, security lighting, ballast, lighting control systems, c. Lamp replacement is not considered preventative maintenance. Client to provide bulb/ballast. d. Exterior pole lighting is not the responsibility of the Contractor. e. Contractor is required to respond to lighting-related failures and emergencies according to the response times listed in Section 5. d) iv. Attachment number 1 \nPage 10 of 18 Item # 3 ix) Plumbing and Sewer a. Contractor will develop a preventive maintenance schedule for all plumbing equipment as required by the manufacturer(s), equipment condition, equipment operating history, or as dictated by the Contractor's expertise. b. Contractor will perform preventive maintenance on all plumbing equipment including but not limited to, pipes, service pipes, drains, valves, fittings, gauges, sumps, sewer lines, backflow prevention devices, sewage grinders, septic tanks, pumps, water heaters, sinks, showers, toilets, faucets, water purifiers, garbage disposals, washer lines, floor drains, and leak detection. c. Contractor is required to respond to plumbing related failures and emergencies according to the response times listed in Section 5. d) iv. xii) Natural Gas and LP Gas Distribution and Combustion Systems a. Contractor will develop a preventive maintenance schedule for all gas distribution and combustion systems as required by the manufacturer(s), equipment condition, equipment operating history, or as dictated by the Contractor's expertise. b. Contractor will perform preventive maintenance on all gas distribution and combustion systems equipment including but not limited to pipes, valves, controls, regulators, pressure testing, and gas leak detection. Contractor is required to respond to gas distribution and combustion systems equipment- related failures and emergencies according to the response times listed in Section 5. d) iv. xiii) Kitchen Equipment a. Contractor will perform Preventive/Scheduled and Corrective/Unscheduled Maintenance and repairs on all kitchen equipment including, but not limited to, ranges, ovens, convection ovens, microwave ovens, fryers, stoves, griddles, char broilers, grills, steamers, toasters, blenders, mixers, grinders, ventilation systems, vent hoods, refrigerators, freezers, coolers, ice machines, steam tables, coffee brewers, and dishwashers. b. Contractor is required to respond to kitchen equipment related failures and emergencies according to the response times listed. c. Grease trap pumping is covered and included in the price1 – Scope of xii) Laundry Equipment a. Contractor will perform Preventive/Scheduled and Corrective/Unscheduled Maintenance and repairs on all laundry equipment including, but not limited to, washers, dryers, washer-extractors, tumblers, presses, ironers, and finishers. b. Contractor is required to respond to laundry equipment related failures and emergencies according to the response times listed. xiii) Lift Trucks are not included Attachment number 1 \nPage 11 of 18 Item # 3 5. Process and System Requirements a) Short- and Long-Range Maintenance Planning i. Contractor shall develop an appropriate maintenance strategy and program based on the Client's performance requirements and standards, and the criticality of applications supported by building systems. This includes developing both short-term and longer-term maintenance plans. ii. Contractor will support these plans by working with Charles B. Webster Detention Center Management Team to create supporting budgets. iii. The maintenance plans will include both preventive maintenance and capital spending. iv. Contractor will make recommendations on capital spending based on clear system performance and least maintenance life-cycle cost basis. v. Contractor shall identify options, prepare analysis, provide expertise, and make recommendations relating to new maintenance procedures, new Building System technologies, equipment overhauls, replace versus buy decisions, installation of new equipment, and disposal of obsolete equipment. Recommendations will draw on industry best practices, new technology developments, and the Contractor's experience. *CGL will follow State equipment disposal policies and process. vi. Contractor will develop and submit recommendations to the Contract Manager relating to comprehensive planning, scheduling, and work control procedures. b) Trouble Calls and Repairs i. Repairs consist of identifying what keeps an asset from operating properly, correcting, or replacing defective components to make it operate correctly, and verifying that the asset is performing properly after the repair. The Contractor may perform repairs on-site or equipment that may be sent off-site to independent sources for repair. ii. Contractor will maintain records on all repairs through the CMMS. The Contractor will review such historical data to determine if the equipment should be repaired or replaced. iii. Contractor will receive, record, and respond to all trouble calls and other user requests relating to facility services, and will perform all repairs and other work needed to resolve the problem and prevent a recurrence. iv. Contractor will respond promptly to user requests for maintenance services such as "hot/cold" complaints, minor building maintenance, minor repairs, lamp replacement, and other miscellaneous services related to customer comfort. Response times will be listed in Section 5. d) iv. v. Contractor is expected to perform all corrective repairs during normal working hours Monday thru Friday. c) After-Hours and Emergency Requests and Repairs i. Contractor will develop, implement, and maintain a process for responding to "after-hours" and "emergency" requests and repairs. The process the Contractor implements will provide for response to work orders/requests on 24-hour basis 7 days a week and will allow each facility to communicate directly with the Contractor. ii. "After-hours" is defined as occurring outside the normal operating business hours. Normal business hours are typically 7:30 a.m. and 4:30 p.m. Monday through Friday. These hours are subject to change as operational requirements dictate. iii. "Emergency" requests are defined as repairs/requests of such urgent or important nature that delaying the request may cause undue harm to individuals or building systems, or seriously impact business operations. iv. Contractor will respond as soon as possible or according to the response times listed below. In case of an emergency request, the Contractor shall provide additional staff, resources, and/or equipment as needed. Attachment number 1 \nPage 12 of 18 Item # 3 Attachment 1-Scope of Services d) The Client will pay to the Contractor those costs associated with after-hours and emergency services in accordance with the After-Hours/Emergency Hourly Cost amount provided with the Contractor's Cost of Services, Attachment 2. e) Workforce v. Contractor shall provide a skilled workforce with the necessary qualifications, certifications, and experience to perform the full scope of services requested. vi. Contractor personnel shall be required to wear uniforms that consist of professional looking coordinated attire, clearly identifying them as employees of the Contractor. Uniforms shall be maintained in a neat, clean, and free from excessive wear manner. vii. Contractor shall provide to the Client no less than every six (6) months or as requested, a current personnel roster of its employees’ providing services for the proposed scope of work. The personnel roster shall include the employee's name, job title, location, and contact information. f) Computerized Maintenance Management System (CMMS) viii. Contractor will assist in the development of a reporting system that clearly communicates the maintenance needs to the maintenance staff and to Charles B. Webster Detention Center Staff. All data will be available in real-time via a secure web-based system, and any and all reports can be run on a daily basis. The entire data will be stored on a dedicated server and be backed up daily on an independent server provided and maintained by a professional IT service company. ix. Contractor will implement a CMMS that will have the capability to monitor and track at each facility the following as a minimum: organize and track inventory, manage equipment costs, track equipment history, schedule preventive maintenance tasks, maintain labor records, allocate resources, generate work orders, requisition and purchase parts, and project equipment failure. x. Contractor will implement a CMMS that will have the capability to produce the following reports as a minimum: asset reports, equipment reports, labor reports, purchasing reports, scheduling reports, statistical predictive maintenance reports, work request reports, and work order reports. xi. Contractor will be responsible for supplying all hardware and software and for providing all training and technical support for the CMMS. Type Of Emergency Service Frequency Normal Business Hours After – Busines s Hours Emergency Generator As Occurs 1 hours 4 hours HVAC As Occurs 1hours 4 hours Fire Alarm As Occurs 1 hours 4 hours Fire Sprinkler As Occurs 1 hours 4 hours Electrical Systems As Occurs 1 hours 4 hours Building Utility Systems As Occurs 1 hours 4 hours Lighting As Occurs 1 hours 4 hours Plumbing and Sewer As Occurs 1 hours 4 hours Laundry Equipment As Occurs 1 hours 4 hours Kitchen Equipment As Occurs 1 hours 4 hours Building Envelope and Structure As Occurs 1 hours 4 hours Attachment number 1 \nPage 13 of 18 Item # 3 xii. While the Contractor will be responsible for determining the system architecture for the CMMS, the Client must have direct, real-time access to CMMS data of all facilities through a secure Internet or Intranet application. Corrections office managers should be able to quickly obtain detailed and current information relating to the performance and condition of building systems, scheduled work, costs, and equipment repair histories. The CMMS should allow Facility Office managers the capability to search for data by field, generate automated reports, and perform other analyses, as well as to conduct performance audits. xiii. At the end of the term of the contract, the CMMS database and all historical data will become the property of the Client. Attachment 1-Scope of Services g) Materials, Spare Parts, Consumables xiv. Contractor will be responsible for providing all materials and consumables associated with the preventive maintenance of the designated systems. This cost will be included in the fixed maintenance cost in the Cost of Services, Attachment 2. xv. Corrective materials and parts for repairs, replacements, or materials and parts associated with a system upgrade, shall be reimbursed to the Contractor. Preapproval of purchases must be obtained from the CWDC unless an emergency condition exists. Contractor shall provide a copy of the invoice for the parts indicated on each invoice, and the Client shall reimburse per the mark-up rate in the Cost of Services, Attachment 2. CGL will follow all CWDC procedures and guidelines pertaining to any project work. Review of project scope, work, and approval process will be in adherence with CWDC policies. xvi. Contractor shall develop, implement, and monitor a process for the procurement and inventory management of critical spare parts and consumable parts/materials to ensure that maintenance work is performed in a timely and cost-effective manner. *Cost for these parts and materials are not included in the contract cost. CGL will submit a list for approval by CWDC for the purchase of these parts. CWDC will have final say in what is purchased. xvii. Contractor will determine item and stock levels of critical spares upon initiation of the contract. Critical spare parts are those necessary to ensure continuous operation and facility reliability. Once these levels have been approved and authorized, the Contractor shall procure said items using the mark-up rate in the Cost of Services Attachment 2 xviii. Consumable parts/materials include parts that are utilized in the operation and maintenance of building systems but are not considered to be critical. The Contractor shall be responsible for ensuring that consumable parts/materials are available (not necessarily from stock or inventory) in a timely manner. xix. Contractor will administer and manage all warranties and manufacturer service contracts relating to equipment or parts used in the Client's building systems under its control. Contractor will coordinate, supervise, and approve all work performed under these contracts and shall ensure that service personnel adhere to appropriate procedures, conduct, and standards while on site. h) Subcontractor xx. Contractor may utilize subcontractors to perform aspects of the scope of work; however, the Contractor retains responsibility in the delivery of service per contractual requirements. xxi. Subcontractor costs for preventive maintenance and certifications for systems included in the Scope of Services are included in the fixed maintenance cost in the Cost of Services, Attachment 2. xxii. Subcontractors cost for repairs, improvements, or upgrades shall be reimbursed to the Contractor. Preapproval must be obtained from Charles B. Webster Detention Center unless an emergency condition exists. Contractor shall provide a copy of the invoice for the subcontractor, and Charles B. Webster Detention Center shall reimburse per the mark-up rate in the Cost of Services, xxiii. Contractor must escort and provide access as required for all subcontractors for which they have engaged to provide services. Transition of Tools, Equipment, Vehicles, and Inventory. Attachment number 1 \nPage 14 of 18 Item # 3 i) A detailed inventory of all tools, vehicles, supplies, and equipment to be utilized by the Contractor will be maintained. xxiv. CWDC may have tools available to use by Contractor such as shop tools, ladders, or lifts. A formal inspection and acceptance of all designated items for such use will be performed within 30 days of contract origination. xxv. Contractor assumes full responsibility for control, inventory, replacement, and repair of all utilized items. xxvi. Contractor will provide all tools and equipment needed to perform preventive maintenance and standard repairs. Infrequently used specialty equipment requiring rental will be reimbursed per the mark-up rate in the Cost of Services, Attachment 2. xxvii. Upon termination of the contract, the Contractor is to return all items per the transferred inventory in a condition acceptable to the Client. Attachment 1-Scope of Services j) Storage Space xxviii. Charles B. Webster Detention Center will provide the Contractor with storage space for equipment, tools, materials, supplies, and cleaning supplies in the form of existing maintenance and storage space at the facility. k) Tool and Key Control xxix. CGL will participate in any required safety and security training deemed necessary or required by CWDC. xxx. CGL staff will follow all CWDC SOP’s, security protocols, and required training. xxxi. Contractor will be responsible for daily, weekly, and quarterly tool accountability and reporting. xxxii. All tools must have etched serial numbers. xxxiii. All tools must always be stored in a secure location, hung on shadow boards, or locked in lockboxes. l) Hazardous Materials xxxiv.Contractor shall maintain on each site a current hard copy record set of Material Safety Data Sheets (MSDS) for all items that pose a physical or health hazard. Contractor will be responsible for following all OSHA regulations and "Right to Know" laws in using and handling all hazardous materials. m) Charles B. Webster Detention Center Priorities xxxv. The Client will have the ability and reserves the right to determine priorities and redirect the Contractor's labor if the Client deems it necessary. Redirection will be given through the Contractor's Management Team and shall not be of such frequency as to prohibit Contractor from performing Scope of Work per this contract. n) Performance Monitoring and Reporting xxxvi.Contractor shall develop an appropriate performance measurement reporting system that will furnish performance feedback on critical systems, compliance, safety, efficiency, budgetary variance, schedule variance, customer satisfaction, productivity, quality, workload management, and other issues deemed important. xxxvii. Contractor will clearly present performance trends, explain progress on key dimensions, and proactively suggest strategies and tactics to continuously improve the maintenance performance, cost structure, and customer satisfaction with overall facilities services. xxxviii. Contractor shall develop checklists for completion of regular building rounds and inspections. These rounds will include surveying items crucial to the reliable performance of the facility infrastructure. Attachment number 1 \nPage 15 of 18 Item # 3 Attachment 2 – Cost of Services I. Startup Cost Start-up will be paid at the completion of the task. This should occur within 90 days of the contract start date. If completed earlier, the cost should be included in the monthly invoice during the time accomplished. TOTAL START-UP COST ........................................................................ $ 7,500.00 (One-time cost) II. Base Compensation Payment will be made monthly for Maintenance Services. Base Compensation is defined as all labor, consumables, and materials required for preventative maintenance. Total Monthly Base Compensation ....................................................................... $50,440.05 TOTAL ANNUAL BASE COMPENSATION RANGE ............................. $605,280.56 Attachment 2-Cost of Services Attachment number 1 \nPage 16 of 18 Item # 3 III. Overtime for Unscheduled and Emergency Maintenance Description of Supply/Service Ty Unit of Measure Unit Price Corrective/Unscheduled Maintenance- Normal Duty Hours Chief Engineer 1 Hour $72.00 HVAC Technician 1 Hour $93.50 Electrical Technician 1 Hour $60.00 Electronics Technician 1 Hour $90.61 Fire Alarm Technician 1 Hour $90.61 Plumbing Technician 1 Hour $89.50 General Maintenance Tradesman 1 Hour $39.95 Groundskeeper/Landscaper 1 Hour $32.00 Generator Technician 1 Hour $95.00 Locksmith - Electronic 1 Hour $90.61 Locksmith - Mechanical 1 Hour $60.00 Welder 1 Hour $62.00 Fencing Technician 1 Hour $65.00 Specialty Kitchen Technician 1 Hour $95.00 Corrective/Unscheduled Maintenance- After Hours/Emergency Chief Engineer 1 Hour $108.00 HVAC Technician 1 Hour $140.25 Electrical Technician 1 Hour $90.00 Electronics Technician 1 Hour $135.92 Fire Alarm Technician 1 Hour $135.92 Plumbing Technician 1 Hour $134.25 General Maintenance Tradesman 1 Hour $59.93 Generator Technician 1 Hour $142.50 Locksmith - Electronic 1 Hour $135.92 Locksmith - Mechanical 1 Hour $90.00 Welder 1 Hour $93.00 Fencing Technician 1 Hour $97.00 Specialty Kitchen Technician 1 Hour $142.50 Percent Markup on Materials 1 Dollar 9.60% Attachment number 1 \nPage 17 of 18 Item # 3 IV. Materials/Subcontract Mark-Up Mark-Up is the rate above the actual cost that the Client will reimburse the Contractor for subcontractors, parts, and materials. The Client must approve all reimbursable materials expenditures in advance unless an emergency condition exists. The Client is under no obligation to utilize the Contractor for any Material/Subcontract purchases. Mark up only pertains to material and/or parts not labor rates. Contractor’s mark-up expressed as a percentage: 9.6_% Attachment number 1 \nPage 18 of 18 Item # 3 CONTRACT AMENDMENT # 1 RENEWAL # 1 REMAINING RENEWALS # 3 This amendment by and between the Supplier and State Entity defined below shall be effective as of the date this Amendment is fully executed. To the extent the contract requires the State Entity to issue a Notice of Award Amendment for purposes of exercising the renewal option, this written document shall serve as such Notice of Award Amendment. WHEREAS, the Contract is in effect through the Current Contract Term as defined above; and NOW THEREFORE, for good and valuable consideration, the receipt and sufficiency of which are hereby acknowledged, the parties do hereby agree as follows: 1. CONTRACT RENEWAL. The parties hereby agree that the contract will be renewed/extended for an additional period of time as follows: of Administrative Services Supplier's Full Legal Name: 99999-001 -SPD00001 54-0001 Sol icitation Title/Event Name: 0811512018 081 1 51 201 8 - 07 I 1 41 2021Current Contract Term: Beginning Date of New Contract Term: 0711412022 End Date of New Contract Term: The parties agree the contract will the New Contract Term" unless the period of time. expire at midnight on the date defined as the "End Date of parties agree to renew/extend the contract for an additional Revised 711115 SPD-CPO1O Attachment number 2 \nPage 1 of 13 Item # 3 2. 3. CONTRACT NUMBER: 99999-001 -SpDo0OO1 54_0001 SUCCESSORS AND ASSIGNS. This Amendment shall be binding upon and inure to thebenefit of the successors and permitted assigns of the parties hereto. ENTIRE AGREEMENT. Except as expressly modified by this Amendment, the contract shallbe and remain in full force and effect in accordance with iti terms and shall constitute the legal,valid, bindlng and enforceable obligations to the parties. This Amendment and the contiact(including any written amendments thereto), collectively, are the complete agreement of theparties and supersede any prior agreements or representations, whether orrior written, withrespect thereto. lN WITNESS WHEREOF, the parties have caused this Amendment to be duly executed by theirauthorized representatives. CONTRACTOR Contractor's Full Legal Name: (PLEASE TYPE OR PRTNT) CGL Facility Manyement, LLC Authorized Siqnature:ltutr/ Printed Name and Title of person Siqninq: o,"w"ffiir President Date:6t21t21 Company Address:1903 Phoenix Blvd, Suite 250 Atlanta, GA 30349 STATE ENTITY Authorized Siqnature:*;^* ea.,e " Printed Name and Title of person Siqnino: Lisa Eason Deputy Commission - State Purchasino Date:6/30/2021 Company Address:200 Piedmont Avenue, S.E. Suite 1308, West Tower Atlanta, Georgia 30334-9010 Revised 711115 SPD-CPO1O Attachment number 2 \nPage 2 of 13 Item # 3 Contract Information Statewide Contract Number Facility Maintenance Solutions Contract Name 99999-OO 1- SPDOOOO 154-OOO 1 PeopteSoft Vendor Number Vendor Name & Address 0000176490 Location Code I ooooo, CGL Facility Management, LLC 1903 Phoenix Blvd, Suite 250 Atlanta, GA 30349 TIN:26-795410 Contract Administrator Name: Greg Westbrook Telephone: 678-3 8 1 -65 83 Emait: gwestbrook@cglcompanies.com Web Links cglcompanies.com cgteastatewide.c Contract Details Orders to be mailed to I I See Contract Ordering Instructions 2. Payments to be mailed to 3. Shipping Information 1903 Phoenix Blvd, Suite 250 Atlanta. GA 30349 NA 4. Discounts NA 5. Payment Terms Net 30 Days 6. Acceptable Payment method Purchase Order Vendor Name: CGL Facility Management, LLC Facility Maintenance Solution Attachment number 2 \nPage 3 of 13 Item # 3 N il! oo -goaa=ootoa (goU)*tco) E ooo I (EzI oJ zo6-co ooa Iq) E-E6_t 0) Efooo I ozIso oJ ozo6tr)lr) (f)oo$6IE o(E c oG'==@ox. o (o 0)ab(E E E a)oo o() fotoCLo_N E o;oo o'o o,o .E Eo oo. E !,o!,6 -9CL o 6cl co EEo6t oY e b(u-FEE E58 EE!C'CLf; Et ) -P o.*-- EI:3 = E EEEEEHs: n€#g: O A '- GlE +3eE 5 dissiE;i o.r E'o (o.?er*eE> ?= 6P= ig12:9 ?b6, € .0 b''= eoo=64:(EE3EtrE;g=E,ts E:ir t 9i=3iAsb 5E*-3=E€ EEEEgEqrv - I a -!Eqs:H09 !*3;E g; ;EEE*;E 9.=ts s=Ee i: aceE?5 aa= Y= EEE*.:EbEE P83€3P , EoE*-EELOO'F otr? ED9 oq6.= (r:!Lio-d ) o?(oo) ct(oo {drx3>N€$(o l-tolr)i9O\t E$Or-o+ Fotu oo c.i 6 oN r,r) o ooEr cg(E, =E6eE.e LCOooo oo 6o6f;60tsc5Poco F>zO O [-urE Ee- i6 aaEE f;E tst = F =-H >9' rZ (t) =$sE 5#5 g=: ;d co (EFtl-golo)EEqi(u>.GlEE H E EP-FFo-=bda==oOOv)u) Lo E E =o F(,6E1r.Eoo )o=lo!)& rO@l-* o :Eo (Eoa*tCo Elooo I (gzlt 6, oJ (5z06a,oooa I _9o. E U) -tcc, E ooo I (5zilNo oJ (szo6roLr)(oo $@II =o(E troo =oou. o (uoU) (E E E a (E oo.E o tooo-o Eoq ao)u q,o o=6o o c IL(\tI<. NNc',N(o :li t HB 6E E =S 3to a =i F AEcr5 92 L',,- ts f IAE E :coc ; ;t'!bi He*Fs € ssA EE 55EsE E E+Z Xg H ; E, Eg E: 6r; eo? g ig E* $E B ;*E$ Ei :: E Attachment number 2 \nPage 4 of 13 Item # 3 Statewide Information Sheet 9toot,91060, 93625,9415599999-OO1- sPDOo00154-0001 Statewide Contract Number Facility Maintenance Solutions Effective Date August 15,July L4,2022 Contract Table of Contents Suppliers I IAwarded r - Page NumberContract Information for Supplier CGL Facility Manaoement LLL Additional Contract Information Scooe of Services DOAS Contact Information Attachment number 2 \nPage 5 of 13 Item # 3 C ontract Renewals/Extensions/Amendments Base Term: 8ll5l20LB - 7ll4l202l AMENDMENT 1 - RENEWAL l: 0711512021-711412022 Facility Maintenance Solution Attachment number 2 \nPage 6 of 13 Item # 3 Contract Ordering Instructions Step 1: Agency should contact CGL to schedule a site visit' Step 2: CGL will engage with Agency personnel to perform walkthroughs of facilities and obtain the required informatiorifrom whichto develop solution and a cost proposal. Typical information obtained during the site visits starts with an understanding of the desired services such as HVAC, plumbing, electrical, fire life safety equipment, elevators, pest control, landscaping, etc' Once this is understood' specific information wiit ue oitained through request or during a visual inspection on the walkthrough' Step 3: Within 7 to l4days after completion of the site assessment visit, CGL will prepare and submit a fixed priced cost p.oporui using the information obtained during the site visit. The cost proposal will include cost for naciiity Management, all Preventive/ScheduledMaintenance and resident staff that will be available to perform CorrectiveAJnscheduled Maintenance per the terms o,f the statewide contract' If a Computerized Maintenance Management System implementation is desired, a onetime start-up cost will be presented for this sYstem. Step 4: The Agency will reach final agreement on cost, terms, timeframe of any transition period and any other additional Agency Terms and Conditions through negotiations with CGL. Step 5: Agency will submit a Purchase Order/Contract to CGL based on the agreed upon terms and conditions as a result of negotiations. CGL will create the Amendment documentation for the Statewide Conffact and submit to the Agency for siguature. Facility Maintenance Solution Attachment number 2 \nPage 7 of 13 Item # 3 Scope of Services This is the State-Wide Contract (SWC) for preventive and corrective maintenance services to state agencies and other eligible contract users. Any contract established pursuant to this solicitation shall be for the convenience of state agencies, the University System of Georgia, city and county governments and local school systems and shall not be considered a mandatory source for such services. CGL Facility Management LLC is the supplier for this contract. For more details, see the contract details/attachments. This is a non-catalog form contract. For the full Scope of Services, click link below: Statewide Contract Scope of Services Facility Maintenance Solution Attachment number 2 \nPage 8 of 13 Item # 3 Line Item Maintenance Labor Category Unit of Measure Unit Price 1 Chief Ensineer Hour $72.00 2 HVAC Technician Hour $93.s0 -l Electrical Technician Hour $60.00 4 Electronics Technician Hour $90.61 5 Fire Alarm Technician Hour $90.61 6 Plumbins Technician Hour s89.s0 7 General Maintenance Tradesman Hour s39.9s 8 Generator Technician Hour $9s.00 9 Locksmith - Electronic Hour s90.61 10 Locksmith - Mechanical Hour s60.00 l1 Welder Hour $62.00 t2 Fencins Technician Hour $6s.00 13 Soecialtv Kitchen Equipment Hour $9s.00 t4 Groundskeeoer/Landscaper Hour s32.00 Line Item Maintenance Labor Category Unit of Measure Unit Price 15 Chief Ensineer Hour $108.00 16 HVAC Technician Hour $140.25 t7 Electrical Technician Hour $e0.00 t8 Electronics Technician Hour $135.92 19 Fire Alarm Technician Hour $13s.92 20 Plumbins Technician Hour s134.25 2l General Maintenance Tradesman Hour $s9.93 22 Generator Technician Hour sr42.50 23 Locksmith - Electronic Hour $13s.92 24 Locksmith - Mechanical Hour s90.00 25 Welder Hour $93.00 26 Fencine Technician Hour $97.s0 27 Snecialtv Kitchen Equipment Hour $142.50 28 Groundskeeper/Landscaper Hour s48.00 Line Item Descriotion of Suoolv/Service Unit of Measure Markup (%) 29 Corrective Maintenance Material Cost Dollar 9.60/0 Rates for Technicians and Materials Facility Maintenance Solution Attachment number 2 \nPage 9 of 13 Item # 3 Donnie Treadway Contract Management Specialist donnie.treadway@doas. ga. gov 404-463-0824 For Team Georgia Marketplace question(s) Procurement Help Desk Telephone: $0Q 657-6000 Fax: (404) 657-8444 Email : procurementhelp@doas.oa.qov DOAS Contact Information Facility Maintenance Solution Attachment number 2 \nPage 10 of 13 Item # 3 f a), GEORGIA STATEWIDE CONTRACT FOR FACILITY MAINTENANCE SERVICES Through the state of Georgia contract number gg999-Oo1-SPDOOOOI54-0001 (SWC) for facility maintenance seryices, cGL provides comprehensive facility maintenance services for six State of Georgia agencies and five Georgia county agencies. The facilities in the contract total more than I million SF, include more than 200 buildings, and are spread across every region of the State. This contract, signed in June 2009 and rebid in 201g, allows qualifying Georgia counties and municipalities the option to participate in the program along with the State agencies. This brings numerous benefits to participating localities: . A single on-site point of contact for all building maintenance needs' . Predictable maintenance costs. . Less expensive cost per work order, by focusing on prevention . Extended equipment and building life . lncreased Service Level . lncreased confidence through lmproved Building Reliability cGL provides service without sacrificing quality or function and without an added tax burden. cGL protects govemment facility investments without increasing the budgets or sacrificing quality. cGL's Statewide contracted Facility Maintenance program provides an auditable preventive maintenance program that delivers lower energy costs, extended life of equipment, replacement cost avoidance, and improved building reliability. cGL's focus on prevention lower repair or conective maintenance costs and reduced or eliminates defened maintenance. state Agencies Participating in Statewide contract 99999-001€PD0000154-0001 (swc): Attachment number 2 \nPage 11 of 13 Item # 3 . Goorgia Department of Juvenile Justics . GeorgiaTech StudentHousing .GeorgiaDepartmentofBehavioralHealthandDevebpmentalDisabilities . Georgia Department of Family and Children Services . Georgia Tec*rnology Authority . Georgia Road and Toll AuthoritY county Agencies Participating in Statewide contract 99999401-SPD00001544001 (swc): Dekalb CountY Jail Clayton County Justice Center and Juvenile Court Clayton County Pools Forsyth CountY Jail & Courthouse Fulton Animal Control cGLs statewide Facirity Maintenance contract arso he. o8Tttn"?ili":U,i:'rtii?f,i"#ls|t:;fiffii'[if:llfli,:f"y"?:iif'i"t#.J1"#*n"?3",",','',,i11.,'. JtitEwiaC contract clien-ts, we provide skilled and quality s our accountabitity to ctient budgers means we can estaoril"rr li[LiJE'il;ifi;;66ii""aTrit6"i""" niG, luiit tne building investnent, aeuratelv monitor Attachment number 2 \nPage 12 of 13 Item # 3 buildino condition, maintain warranty conditions to avoid unnecessary repairs, help improve client budgeting year over year, and increase overall craft effectiviness through efficient labor utilization. It Learn About our GA Statewide Maintenance contract (https://www.cglgastatewide.com) Attachment number 2 \nPage 13 of 13 Item # 3