DEPARTMENT: Finance
DEPARTMENT HEAD: Troy Elliott
COUNCIL DISTRICTS IMPACTED: CityWide
SUBJECT:
11/10/2016 Annual Contracts
SUMMARY:
An ordinance awarding five contracts to provide the City with commodities and services on an annual basis for the terms of the contract, for an estimated annual cost of $1,381,680.00. This ordinance provides the procurement of the following items, as needed, and dependent on the Department's available budget, for the terms of the contract:
A. REV RTC, Inc. dba Hall-Mark RTC for E-One Fire Truck Parts, $36,000.00 annually; $180,000.00 contract period (1 contract, Fire Department)
B. WebQA for WebQA Software, $36,680.00 year one; $158,071.00 contract period (1 contract, Government and Public Affairs Department)
C. Ferrara Fire Apparatus, Inc. for Ferrara Fire Truck Parts, $84,000.00 annually (1 contract, Fire Department)
D. Waste Management of Texas, Inc. for Amendment to Municipal Commercial Garbage Collection, Disposal and Recycling Services, $875,000.00 for a one year extension period (1 contract, CityWide)
E. Lytx, Inc., for Vehicle Event Recorders, $350,000.00 annually (1 contract, Solid Waste Management 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. REV RTC, Inc. dba Hall-Mark RTC for E-One Fire Truck Parts, $36,000.00 annually; $180,000.00 contract period, upon award through December 31, 2019 with two, one year renewal options - will provide the San Antonio Fire Department with E-One Fire Truck Parts. The San Antonio Fire Department will utilize this contract to provide parts for seven Fire Apparatuses which are serviced by the Fire Department. REV RTC is an authorized distributor of E-One fire truck parts.
Contract procured on the basis of sole source:
B. WebQA for WebQA Software, $36,680.00 year one; $158,071.00 contract period, November 25, 2016 through November 24, 2017 with three, one year renewals - will provide the Government and Public Affairs Department with the continuation of an advanced open records tracking and public archiving system. This web based software will assist the Government and Public Affairs Department management of open record requests and provide centralized, electronic data management system to track requests for information made under the Freedom of Information Act.
This item is 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 public health and safety exemption:
C. Ferrara Fire Apparatus, Inc. for Ferrara Fire Truck Parts, $84,000.00 annually, upon award through March 31, 2019 with two, one year renewal options - will provide the San Antonio Fire Department with Ferrara Fire Truck Parts. The San Antonio Fire Department will utilize this contract to service eight Fire Apparatuses. Ferrara Fire Apparatus, Inc. does not have any authorized distributors in Texas.
Amendment:
D. Municipal Commercial Garbage Collection, Disposal and Recycling Services - This amendment to City approved Ordinance 2012-10-18-0817 awarded to Waste Management of Texas, Inc. will extend the term of the existing agreement for one year to provide continued municipal commercial garbage collection and disposal services and recycling services to City facilities. This amendment will authorize a 5% price increase on the current rental rate for front load containers resulting in an approximate increase of $20,000 to the total contract value. This increase will be incurred across multiple funds by various departments utilizing this contract.
This amendment will continue the service the departments currently receive for municipal commercial garbage collection and disposal services and recycling services for the City of San Antonio. The service provides for the container rental, collection, hauling and processing of recyclable contents. Rental equipment provided within the contract is comprised of 111 front loaders, sizes 2, 4, 6, and 8 cu. yd., and 19 open top containers and compactors, sizes 15, 20, 30, 40 and 42 cu. yds. The containers are serviced for solid waste collection and disposal several times a week on scheduled routes and also on an on call basis as determined by the city departments.
On October 18, 2012, City Council approved and issued Ordinance 2012-10-18-0817 authorizing the City to execute a two year contract with two, one year renewal options for commercial garbage disposal and recycling services for various city departments with Waste Management of Texas, Inc. The City exercised both renewal options and the current agreement will expire on November 30, 2016. In order to continue to provide garbage disposal services to City facilities during the transition period between the end of the current agreement and the awarding of a new agreement in response to a Request for Proposal issued by the City, it is necessary to extend the current agreement for an additional one year through November 30, 2017. During this extension period the City will continue to re-evaluate the commercial garbage collection and recycling requirements. Extension of this contract is necessary for the commercial solid waste operations serving the sanitation needs for the various city departments.
Contract procured on the basis of cooperative purchasing:
E. Lytx, Inc. for Vehicle Event Recorders, $350,000.00 annually, upon award through September 7, 2019 with two, one-year renewal options - will provide the Solid Waste Management Department (SWMD) with the continuation of online subscription and managed services for the Vehicle Event Recorders currently installed on 382 collection service vehicles. This contract will also provide the purchase of an additional 137 recorders to install on the remainder of the SWMD vehicles and the ability to order an additional 64 recorders as necessary to replace failed units over the term of the contract. SWMD managers will continue to have a comprehensive ability to identify, prioritize, and correct poor driving behavior while implementing safe driving techniques, preventing collisions, and eliminating fraudulent claims.
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. E-One Fire Truck Parts - Due to the lack of small, minority, and/or women businesses available to provide these goods, the SBEDA Program did not apply to this solicitation.
There were no bids submitted from local bidders for this contract; therefore, the Local Preference Program was not applied.
The Veteran-Owned Business Program does not apply to good/supplies contracts, so no preference was applied to this contract.
B. WebQA Software - This contract is exempt from competitive bidding and is excluded from the scope of the SBEDA Program.
This contract 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. Ferrara Fire Truck Parts - Due to the lack of small, minority, and/or women businesses available to provide these goods, the SBEDA Program did not apply to this solicitation.
This contract 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. Municipal Commercial Garbage Collection, Disposal and Recycling Services
The Local Preference Program does not apply to this amendment since it was solicited prior to May 1, 2013, the effective date of the program.
The VOSBPP does not apply to this amendment since it was solicited prior to January 15, 2014, the effective date of this program.
E. Vehicle Event Recorders - Due to the lack of small, minority, and/or women businesses available to provide these goods, the SBEDA Program did not apply to this solicitation.
This contract is an exception to the Local Preference Program.
The Veteran-Owned Small Business Preference Program does not apply to non-professional services contracts, so no preference was applied to this contract.
ALTERNATIVES:
A. E-One Fire Truck Parts - Should this contract not be approved, the City will be required to purchase emergency vehicle truck parts on an as needed basis wherein increased cost due to non-contract buying could be realized. This may delay the timely completion of maintenance and repair thus increasing the down time of emergency vehicles which could compromise the emergency response to the residents of San Antonio.
B. WebQA Software - Should this contract not be approved, the City would no longer have access to an advanced open records tracking system.
C. Ferrara Fire Truck Parts - Should this contract not be approved, the City will be required to purchase emergency vehicle truck parts on an as needed basis wherein increased cost due to non-contract buying could be realized. This may delay the timely completion of maintenance and repair thus increasing the down time of emergency vehicles which could compromise the emergency response to the residents of San Antonio.
D. Municipal Commercial Garbage Collection, Disposal and Recycling Services - Should this amendment not be approved, commercial garbage collection, disposal and recycling services would not be provided to city departments for their daily operations. The City of San Antonio does not currently possess the vehicles, equipment and containers to provide for this service in-house.
E. Vehicle Event Recorders - Should this contract not be approved, SWMD would not have an effective tool to evaluate driver safety. Before the installation of the DriveCam Program System, SWMD was incurring insurance claim expenses that could have been prevented if there was actual documentation of the events in question. SWMD would not be able to evaluate the driver’s driving behaviors and provide them with coaching on specific areas that need to be improved.
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 five contracts and amendment 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, public health and safety exemption, contract amendment, cooperative purchasing, and Contract Disclosure Forms are not required.