DEPARTMENT: Finance
DEPARTMENT HEAD: Troy Elliott
COUNCIL DISTRICTS IMPACTED: Citywide
SUBJECT:
9-10-15 Annuals
SUMMARY:
An ordinance awarding three 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 $102,300.00. This ordinance provides the procurement of the following items, as needed, and dependent on the Department's available budget, for the term of the contract:
A. Driveshafts Unlimited for Automotive, Off-Road and Industrial Vehicle, Drive-Line Drive Axle Parts and Service, $37,000.00 annually; $185,000.00 contract period (1 contract, Solid Waste Management)
B. Hill Country Pest Control for Pest Management for BES, $11,000.00 annually; $55,000.00 contract period (1 contract, Building and Equipment Services)
C. eCivis, Inc. for eCivis Grant Locator, Subscription and Services, $54,300.00 annually (1 contract, Government and Public Affairs)
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.
Contract procured on the basis of low bid:
A. Automotive, Off-Road and Industrial Vehicle, Drive-Line Drive Axle Parts & Service, $37,000 annually; $185,000 contract period, upon award through December 31, 2018 with 2, 1 year renewal options - will provide Solid Waste Management, Fleet Operations Division, with a contractor to furnish automotive, off road, and heavy vehicle drive-line and drive axle parts and service for heavy-duty equipment.
B. Pest Management Services for BES, $11,000.00 annually; $55,000.00 contract period, October 1, 2015 through December 31, 2018 with 2, 1 year renewal options - will provide the Building and Equipment Services Department with a contractor to perform pest management services at 27 buildings located throughout the San Antonio area. Additionally, this contract will provide services at any additional locations that may be included during the term of the contract. The services are required to control and prevent the infestation of cockroaches, ants, silverfish, rodents, fleas, wasps, hornets, and general household pests in all occupied office spaces, field offices, common and public areas and building exteriors.
Contract procured on the basis of sole source:
C. eCivis Grant Locator, Subscription and Services, $54,300.00 annually, February 1, 2016 through January 31, 2017 with 2, 1 year renewal options - will provide the continuation of a non-exclusive, nontransferable, limited license subscription for the Government and Public Affairs Department to utilize eCivis Grant Network Research - Enterprise Edition, a web-based grant locating software application designed specifically for local governments. This system will allow Government and Public Affairs staff access to the latest funding opportunities and provide regular notices of new grants and updated grants. In addition, City departments will search and track new grant solicitations that are available through government and philanthropic organizations. Annual pricing includes a continuing client and an incentive discount totaling 26 percent.
ISSUE:
This group of contracts represents 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. Automotive, Off-Road and Industrial Vehicle - This contract is within the scope of the Small Business Economic Development Advocacy (SBEDA) Program; however, due to the type of commodities/services being procured and value of the contract, no SBEDA tool is available.
The recommended award is to the lowest responsive bidder, who is also a local business. Therefore, application of the Local Preference Program is not required.
The Veteran-Owned Small Business Preference Program does not apply to good/supplies contracts, so no preference was applied to this contract.
B. Pest Management for BES - This contract is within the scope of the Small Business Economic Development Advocacy (SBEDA) Program; however, due to the type of commodities/services being procured and value of the contract, no SBEDA tool is available.
In accordance with the Local Preference Program, no local preference was applied, since the local bidder is not within 3% of the recommended lowest non-local bidder.
The Veteran-Owned Small Business Preference Program does not apply to non-professional service contracts, so no preference was applied to this contract.
C. eCivis Grant Locator, Subscription and Services - This contract is exempt from competitive bidding and excluded from the SBEDA program.
This contract is an exception to the Local Preference Program.
The Veteran-Owned Small Business Preference Program does not apply to good/supplies contracts, so no preference was applied to this contract.
ALTERNATIVES:
City departments' operational activities would be unfavorably impacted without these products and services.
A. Automotive, Off-Road and Industrial Vehicle Drive-Line Drive Axle Parts & Service - Should this contract not be approved, the department will be required to process individual procurements as needs arise. As a result, processing requirements as spot purchases would delay timely repair of heavy-duty equipment and the department would not realize the cost savings customarily associated with long-term agreements.
B. Pest Management for BES - Should this contract not be approved, the Building and Equipment Services Department will have to procure pest control services on an as needed basis wherein increased costs due to non-contract buying would be realized.
C. eCivis Grant Locator, Subscription and Services - Should this contract not be approved, the Government and Public Affairs Department would have to manually research and track available grants. A manual process would reduce the effectiveness of locating grants as well as the efficiency in managing and complying with federal, state, and other private funding grant guidelines.
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 combined estimated cost for the contracts listed on this ordinance is approximately $102,300.00. Purchases made by the Departments are as needed and dependent upon available funds within their adopted budgets.
RECOMMENDATION:
Staff recommends the acceptance of three 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 are procured on the basis of sole source and low bid and Discretionary Contracts Disclosure Forms are not required.