DEPARTMENT: Finance
DEPARTMENT HEAD: Troy Elliott
COUNCIL DISTRICTS IMPACTED: Citywide
SUBJECT:
5/2/2019 Annual Contracts
SUMMARY:
An ordinance awarding four contracts to provide the City with commodities and services on an annual basis for the term of the contract, for an estimated annual cost of $290,500.00. 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. Brightlands Tech, Inc. for Reflective Glass Beads, $34,000.00 annually; $170,000.00 contract period (1 contract, Aviation)
B. Alterman, Inc. for Lehigh Lighting Control System Preventive Maintenance, $72,000.00 annually (1 contract, Convention and Sports Facilities)
C. Infogroup, Inc. for Amendment to Infogroup License Agreement, $49,500.00 initial year; $148,500.00 total contract value (1 contract, San Antonio Public Library)
D. Casco Industries, Inc. for Bunker Boots, $135,000.00 annually (1 contract, San Antonio Fire 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.
Contract procured on the basis of low bid:
A. Brightlands Tech, Inc. for Reflective Glass Beads, $34,000.00 annually; $170,000.00 contract period, July 1, 2019 through June 30, 2022 with two, one year renewal options - will provide the San Antonio International Airport with a contractor to provide glass beads to improve visibility and safety of airport runway/taxiway traffic markings and comply with Federal Aviation Administration requirements. Reflective glass beads and other glass products are a common application in safety devices found on airport runways and taxiways. They are used in signage as well as road construction materials and help increase visibility at night.
Sole Source:
B. Alterman, Inc. for Lehigh Lighting Control System Preventive Maintenance, $72,000.00 annually, upon award through April 30, 2020 with a one-year renewal option - will provide the Convention and Sports Facilities Department with a contractor to provide a program for preventive maintenance to include weekly system checks, annual scheduled maintenance, special event support, corrective repairs and replacement parts on the Lehigh Lighting Control System installed at the Henry B. Gonzalez Convention Center. This lighting system is a Collage Color Touch Programmable control system that controls over 4,000 lights throughout the facility in the meeting rooms, public areas, exhibit halls, Stars at Night Ballroom, and the building exterior. The lighting control system was installed during the 2016 Convention Center expansion by Alterman, Inc. and is the only contractor that is authorized by Lehigh Electric Products Company to diagnose perform service, repairs, programming, maintenance, and testing on the Lehigh Lighting Control System.
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.
Amendment:
C. Infogroup, Inc. for Amendment to Infogroup License Agreement, $49,500.00 initial year; $148,500.00 total contract value, May 17, 2019 through May 16, 2020 with two, one-year renewal options - This amendment to City approved Ordinance 2013-05-16-0329 awarded to Infogroup, Inc. will extend the term of the contract by three additional years and continue the current database subscriptions to ReferenceUSA which provides a national residential and business directory, perfect for finding new customers or researching an industry. The business listings are comprised of over 55 million U.S. business records, 297 million U.S. historical business records and 4 million new business records (a total of over 356 million U.S. business records). Also included are over 2.5 million job postings, 292 million consumer records in Consumer Lifestyle, 1.8 million Canadian Business records, 1.2 million Healthcare records and 15 million New Movers/Homeowners records. During Fiscal Year 2018, the total records viewed was 40,191.
Public Health and Safety Exemption:
D. Casco Industries, Inc. for Bunker Boots, $135,000.00 annually, upon award through September 30, 2022 with two additional one-year renewal options - will provide the San Antonio Fire Department (SAFD) with the purchase and delivery of bunker boots. Fire personnel rely on such footwear to provide protection from the flames and heat encountered during suppression activities.
A trial test was conducted and the Personal Protective Equipment (PPE) committee evaluated and concluded Brand Specific Globe Supreme 14” Pull On Boot and the Honeywell PRO-Series Night Hawk 5555 Boot met and exceeded the current National Fire Protection Association (NFPA) standards and requirements for SAFD.
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. Reflective Glass Beads - This contract is within the scope of the SBEDA Program. However, due to lack of available firms and/or subcontracting opportunities, the Goal Setting Committee was unable to apply a SBEDA tool to this contract.
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 services contracts, so no preference was applied to this contract.
B. Lehigh Lighting Control System Preventive Maintenance - This contract is exempt from competitive bidding and is excluded from the scope of the SBEDA program.
The recommended award is an exception to the Local Preference Program.
The Veteran-Owned Small Business Preference Program does not apply to goods/supplies contracts, so no preference was applied to this contract.
C. Amendment to Infogroup License Agreement
This amendment is an exception to the Local Preference Program.
The Veteran Owned Small Business Preference Program does not apply to goods/supplies contracts, so no preference was applied to this contract.
D. Bunker Boots - This contract is within the scope of the SBEDA Program. However, due to lack of available firms and/or subcontracting opportunities, the Goal Setting Committee was unable to apply a SBEDA tool to this contract.
There were no bids submitted from local bidders for this contract; therefore, the Local Preference Program was not applied.
The Veteran Owned Small Business Preference Program does not apply to goods/supplies contracts, so no preference was applied to this contract.
ALTERNATIVES:
A. Reflective Glass Beads - Should this contract not be approved, the Aviation Department will make purchases as needed which may cause higher pricing and affect delivery. The City must procure this product in order to fully comply with FAA regulations and ensure the runways are safe for aircraft operations. Failure to provide product could result in non-compliance or hazardous airfield surface conditions.
B. Lehigh Lighting Control System Preventive Maintenance - Should this contract not be approved, the department would be required to purchase lighting control maintenance and repairs services on an as needed basis, where increased costs due to non-contract purchasing could be realized and cause a delay in the timely delivery of services.
C. Amendment to Infogroup License Agreement - Should this amendment not be approved, the patrons of the San Antonio Library System would have to manually conduct their own research from various platforms which is time consuming. By approving this contract, the patrons of the San Antonio Library System will utilize electronic databases which will provide an access point to quickly deliver research information required for personal, academic or work related use.
D. Bunker Boots - Should this contract not be approved, the Fire Department would be required to purchase Bunker Boots as requirements arise resulting in an inability to track inventory, control lead time and ultimately control cost.
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. Purchases made by the Department are as needed and dependent upon available funds within their adopted budget.
RECOMMENDATION:
Staff recommends the acceptance of these 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, sole source, and public health or safety exemption and Contract Disclosure Forms are not required.