DEPARTMENT: Finance
DEPARTMENT HEAD: Troy Elliott
COUNCIL DISTRICTS IMPACTED: City Wide
SUBJECT:
Annual Job Order Contract for On-Call HVAC Services
SUMMARY:
This ordinance authorizes acceptance of proposals from Accu-Aire Mechanical, LLC and Mechanical Technical Services, Inc. to provide the San Antonio Airport System with two contracts to provide HVAC maintenance and repair services for a total estimated annual amount of $400,000.00 for an initial term of two years, with options to renew the term of the agreements for three additional one-year periods. Funding for these annual contracts will be allocated from the Aviation Operations and Maintenance Fund.
BACKGROUND INFORMATION:
The City issued a Request for Competitive Sealed Proposal (RFCSP) for "Annual Job Order Contract for On-Call HVAC Services for the San Antonio Airport System" (RFCSP 6100005370) on December 5, 2014. On January 9, 2015, the Aviation Department received five proposals. One firm was declared non-responsive for failure to commit to the requirements of the Small Business Economic Development Advocacy (SBEDA) Program as specified in RFCSP and another firm was deemed non-responsive for failure to provide required Contractor's Coefficient as specified on RFCSP Attachment B, Price Schedule.
The evaluation committee consisted of representatives from Aviation Department and Building and Equipment Services Department. The Finance Department, Purchasing Division assisted by ensuring compliance with City procurement policies and procedures.
The evaluation of each proposal was based on a total of one hundred points: forty five points for experience, background, qualifications, and thirty points for proposed plan; ten points for price schedule; and fifteen points for SBE Prime Contract Program. Based on the City's standard RFCSP process, Accu-Aire Mechanical, LLC and Mechanical Technical Services, Inc. were recommended for award. This award will provide the Aviation Department access to multiple contractors with a broad range of experience, employees and equipment and will ensure sufficient resources are available to respond to large or concurrent requirements in a timely manner.
The initial term of the agreement shall be for a period of two years. Three additional one-year renewals at the City's option will also be authorized by this ordinance.
ISSUE:
This ordinance will provide the San Antonio Airport System with two contractors to provide on-call commercial HVAC maintenance and repair services. City Council approval is required for projects utilizing job orders over $100,000.00.
This contract will be awarded in compliance with the SBEDA Program, which requires contracts be reviewed by a Goal Setting Committee to establish a requirement and/or incentive unique to the particular contract in an effort to maximize the amount of small, minority, and women-owned business participation on the contract. The Goal Setting Committee applied Small Business Enterprise Prime Contract Program with 15 evaluation preference points awarded to Accu-Aire Mechanical, LLC, as they are certified as a SBE firm and are located within the San Antonio Metropolitan Statistical Area. No evaluation preference points were awarded to Mechanical Technical Services, Inc, as they are not certified as a SBE firm. In addition, the Goal Setting Committee set a 20% Minority/Women Business Enterprise (M/WBE) subcontracting goal. Accu-Aire Mechanical, LLC and Mechanical Technical Services, Inc. have committed to 20% M/WBE subcontractor participation.
This contract is an exception to the Local Preference Program.
The Veteran-Owned Small Business Preference Program does not apply to non-professional service contracts, so no preference was applied to this contract.
ALTERNATIVES:
Should these contracts not be approved, Aviation Department will be required to procure services on an as needed basis which could lead to inconsistent service and a delay in response time to maintenance and repair requests.
FISCAL IMPACT:
Funding for proposed contracts is available in the Aviation Operations and Maintenance Fund.
RECOMMENDATION:
Staff recommends approval of the contracts with Accu-Aire Mechanical, LLC and Mechanical Technical Services, Inc. to provide the San Antonio Airport System with HVAC maintenance and repairs for a total estimated annual amount of $400,000.00.
This contract was procured on the basis of Request for Competitive Sealed Proposals and a Contracts Disclosure Forms is required.