DEPARTMENT: Finance
DEPARTMENT HEAD: Troy Elliott
COUNCIL DISTRICTS IMPACTED: City Wide
SUBJECT:
9/04/14 Annuals Package
SUMMARY:
An ordinance awarding eleven contracts to provide the City with commodities and services on an annual basis for the terms of the contracts, for an estimated annual cost of $4,810,000.00. This ordinance provides the procurement of the following items, as needed, and dependent on the Department's available budget, for the terms of the contracts:
A. Control Technologies, Inc. and Wildcat Electric Supply, Inc. for Video Imaging Vehicle Detection System (VIVIDS), $933,000.00 annually (2 contracts, Transportation and Capital Improvements Department)
B. Heil of Texas and Reliance Truck & Equipment, Ltd. For Refuse Trucks Body Parts & Service, $2,400,000.00 annually (2 contracts, Building and Equipment Services Department)
C. Texas Star Supply for Asphalt Emulsion Sealcoat Material, $218,000.00 annually (1 contract, Transportation and Capital Improvements Department)
D. Texas Irrigation Supply and Longhorn, Inc. for Sprinkler and Irrigation Repair Parts, $32,000.00 annually, $160,000.00 contract period (2 contracts, Parks and Recreation Department)
E. Paradigm Traffic Systems, Inc. for Traffic Signal Control Equipment, $450,000.00 annually (1 contract, Transportation and Capital Improvements Department)
F. Standard & Poor's Capital IQ for NetAdvantage subscription for San Antonio public Library, $117,000.00 contract period (1 contract, Library)
G. Futterman and Associates, Inc. d/b/a CIVICTechnologies for BusinessDecision License Subscription, $15,000.00 annually; $72,500.00 contract period (1 contract, Library)
H. Pelco Structural, LLC. for Traffic Signal Steel Poles, $645,000.00 annually (1 contract, Transportation and Capital Improvements Department)
BACKGROUND INFORMATION:
The City of San Antonio utilizes annual contracts for procuring high volume repetitive purchases. Annual contracts are an efficient method of securing the best prices through volume purchasing and reducing large amounts of work related to the bid process. Utilization of annual contracts allows the City to procure numerous different commodities in support of the normal daily operations.
Contracts procured on the basis of low bid:
A. Control Technologies, Inc. and Wildcat Electric Supply, Inc. for Video Imaging Vehicle Detection System, $933,000.00 annually, upon award through September 30, 2017 with two, one year renewal options - will provide the Transportation and Capital Improvements Department, Traffic Division, with video imaging vehicle detection systems (traffic control cameras) for the purpose of detecting the presence of vehicles at signalized intersections. This contract will allow for the purchase of VIVDS equipment to be used for new and replacement installation. These cameras will be utilized at various intersections throughout the City and will be installed and maintained by the Transportation and Capital Improvements Department.
B. Heil of Texas and Reliance Truck & Equipment, Ltd. for Refuse Trucks Body Parts & Service, $2,400,000.00 annually, upon award through September 30, 2017 with two, one year renewal options - will provide the Building and Equipment Services Department with replacement parts and vehicle repair services for the bodies of refuse trucks. The refuse fleet covered by this contract consists of approximately 166 Heil, 18 Pak-Mor and 21 New Way refuse truck body types operated by the Solid Waste Management Department for refuse collection.
C. Texas Star Supply for Asphalt Emulsion Sealcoat Material, $218,000.00 annually, upon award through September 30, 2015 with two, one year renewal options - will provide the Transportation and Capital Improvements Department, Streets Maintenance Division, with a vendor to furnish asphalt pavement sealer materials. These paving materials are used for the construction and repair of streets for pavement preservation throughout the City.
D. Texas Irrigation Supply and Longhorn, Inc. for Sprinkler and Irrigation Repair Parts, $32,000.00 annually, $160,000.00 contract period, upon award through September 30, 2017 with a one, two year renewal option - will provide the Parks and Recreation Department with a contractor that will furnish and deliver a full line of sprinkler and irrigation repair parts on an as needed basis. The repair parts are needed to support the repair and maintenance of the sprinkler and irrigation systems at park areas located throughout the City. This contract is for parts only and does not include repair services.
Contract procured on the basis of low qualifying bid:
E. Paradigm Traffic Systems, Inc. for Traffic Signal Control Equipment, $450,000.00 annually, upon award through September 30, 2017 with two, one year renewal options - will provide the Transportation and Capital Improvements Department with traffic signal controllers and conflict monitors for new and replacement installations as well as non warranty repairs. Traffic signal controllers and conflict monitors are electronic devices installed at all signalized intersections to store and process the traffic signal functions.
Contracts procured on the basis of sole source:
F. Standard & Poor's Capital IQ for NetAdvantage Subscription for San Antonio Public Library, $117,000.00 contract period, upon award through September 10, 2015 with four, one year renewal options - will provide the San Antonio Public Library with a vendor to provide library staff and patrons with access to stock, mutual fund, and bond reports with corporation records, company profiles, and register of corporations, executives and directors.
G. Futterman and Associates, Inc. d/b/a CIVICTechnologies for BusinessDecision License Subscription, $15,000.00 annually; $72,500.00 contract period, upon award through September 30, 2015 with four, one year renewal options - will provide the San Antonio Public Library and its library card holders with continuation of a non-exclusive, nontransferable, limited license to utilize BusinessDecision, an Internet-based software application offered through CIVICTechnologies. This resource offers business research either onsite or through remote access. Available research tools include ESRI data for consumers, market segmentation data, tapestry data, demographic and census data, as well as GIS mapping.
These items are being purchased as Sole Source according to the provisions of Texas Statutes Local Government Code 252.022.07. No other source can supply the items listed nor can any comparable item fulfill the same requirements. Vendor acknowledges, with his/her signature, that all items offered are considered a Sole Source.
Contract procured on the basis of cooperative purchasing:
H. Pelco Structural, LLC. for Traffic Signal Steel Poles, $645,000.00 annually, upon award through August 31, 2015 - will provide the Transportation and Capital Improvements Department, Traffic Division, with a vendor to furnish and deliver steel traffic signal poles. These poles will be used in the construction of traffic signals at various locations throughout the city to mount traffic signal equipment at street intersections.
This purchase is made utilizing the Cooperative Purchasing Contract number 550-A2 through TXMAS and will be made accordance with the State Cooperative Program passed on Resolution No. 91-39-53 dated 9/12/1991. This one year authorization to access the TXMAS Cooperative contract will allow Transportation and Capital Improvements Department to maintain the program schedule of the IMP Traffic Signal Program and provide a source for replacement poles as needed.
ISSUE:
These contracts represent a portion of approximately 250 annual contracts that will be brought before City Council throughout the fiscal year. These products and services are used by city departments in their daily operations.
A. Video Imaging Vehicle Detection System - The Small Business Economic Development Advocacy (SBEDA) Ordinance requirements were waived due to the lack of qualified SMWBE's available to provide the goods and services.
There were no bids submitted from local bidders for this contract; therefore, the Local Preference Program (LPP) was not applied.
The Veteran-Owned Small Business Preference Program (VOSBPP) does not apply to goods/supplies contracts, so no preference was applied to this contract.
B. Refuse Trucks Body Parts & Service - The SBEDA Ordinance requirements were waived due to the lack of qualified SMWBE's available to provide the goods and services.
The recommended award is to the lowest responsive bidder, who is also a local business. Therefore, application of the LPP is not required.
The VOSBPP does not apply to goods/supplies contracts, so no preference was applied to this contract.
C. Asphalt Emulsion Sealcoat Material - The SBEDA Ordinance requirements were waived due to the lack of qualified SMWBE's available to provide the goods and services.
The recommended award is to the lowest responsive bidder, who is a local business. Therefore, application of the local preference program was not required.
The VOSBPP does not apply to goods/supplies contracts, so no preference was applied to this contract.
D. Sprinkler and Irrigation Repair Parts - This contract is within the scope of the SBEDA Program. However, due to the type of commodities/services being procured and value of the contract, no SBEDA tool is available.
Texas Irrigation Supply - The recommended award is to the lowest responsive bidder, who is also a local business. Therefore, application of the LPP was not required.
Longhorn, Inc. - In accordance with the LPP, no local preference was applied, since the local bidder is not within 3% of the recommended lowest non-local bidder.
The VOSBPP does not apply to goods/supplies contracts, so no preference was applied to this contract.
E. Traffic Signal Control Equipment - The SBEDA Ordinance requirements were waived due to the lack of qualified SMWBE's available to provide the goods and services.
There were no bids submitted from local bidders for this contract; therefore, the LPP was not applied.
The VOSBPP does not apply to goods/supplies contracts, so no preference was applied to this contract.
F. NetAdvantage Subscription for San Antonio Public Library - This contract is exempt from competitive bidding and is excluded from the scope of the SBEDA program.
This contract is an exception to the LPP.
The VOSBPP does not apply to goods/supplies contracts, so no preference was applied to this contract.
G. BusinessDecision License Subscription - This contract is exempt from competitive bidding and is excluded from the scope of the SBEDA program.
This contract is an exception to the LPP.
The VOSBPP does not apply to goods/supplies contracts, so no preference was applied to this contract.
H. Traffic Signal Steel Poles - The SBEDA Ordinance requirements were waived due to the lack of qualified SMWBE's available to provide the goods and services.
This contract is an exception to the LPP.
The VOSBPP does not apply to goods/supplies contracts, so no preference was applied to this contract.
ALTERNATIVES:
A. Video Imaging Vehicle Detection System - Should this contract not be approved, the Transportation and Capital Improvements Department would be required to purchase items on an as needed basis wherein increased costs could be realized as well as potential delays in delivery times.
B. Refuse Trucks Body Parts & Service - Should this contract not be approved, the City will be required to purchase refuse truck body parts and service on an as needed basis wherein increased cost due to non-contract buying could be realized and this may increase the down time of vehicles, thus delaying timely completion of maintenance and repair.
C. Asphalt Emulsion Sealcoat Material - Should this contract not be approved, the Transportation and Capital Improvements Department will be required to procure materials on an as needed basis where increased costs and delivery times could occur and result in delays in the completion of City projects.
D. Sprinkler and Irrigation Repair Parts - Should this contract not be approved, the City will be required to purchase items on an as needed basis wherein increased costs and delivery time due to non-contract buying could be realized.
E. Traffic Signal Control Equipment - Should this contract not be approved, the Transportation and Capital Improvements Department, Traffic Division will be required to procure materials on an as needed basis. The City could lose the pricing advantage afforded through a competitively bid contract. While the traffic signal control equipment may be purchased individually, the department's budget could be negatively impacted through continuous price variations.
F. NetAdvantage Subscription for San Antonio Public Library - Should this contract not be approved, the library would be required to revert to utilizing print copies. Due to the expense, print copies would not be made available at all branch locations thereby limiting patron access to needed information.
G. BusinessDecision License Subscription - Should this contract not be approved, the San Antonio Public Library staff and patrons would have manual access to the information but not in a readily accessible manner which allows information to be compiled into desired reports and maps.
H. Traffic Signal Steel Poles - Should this contract not be approved, the Transportation and Capital Improvements Department will be required to procure materials on an as needed basis. Due to the nature of this product, long delivery lead times are required; therefore non-contract buying could impact the timely completion of traffic signalization projects.
FISCAL IMPACT:
Funds are not encumbered by this ordinance. All expenditures will be in accordance with the Department's adopted budget approved by City Council. The estimated annual cost for the contracts listed on this ordinance is approximately $4,810,000.00. Purchases made by the Department are as needed and dependent upon available funds within their adopted budget.
RECOMMENDATION:
Staff recommends the acceptance of eleven contracts submitted through this ordinance to provide the City with specified services on an annual contract basis. These annual contracts are critical to the City's daily operations. These contracts were procured on the basis of low bid, low qualifying, sole source and cooperative purchasing and Contracts Disclosure Forms are not required.