DEPARTMENT: Finance
DEPARTMENT HEAD: Troy Elliott
COUNCIL DISTRICTS IMPACTED: Citywide
SUBJECT:
Annual Contract for Industrial Water Treatment - BESD
SUMMARY:
This ordinance authorizes a contract with Chemsearch, a division of NCH Corporation, to provide industrial water treatment services for industrial water equipment for the Building & Equipment Services Department for an initial term beginning upon Council award through December 31, 2020 with three additional one-year renewal options also authorized by this ordinance, for total estimated contract value of $456,400.00. Funding for Year 1 in the amount of $86,000.00 is available through the FY 2019 Facility Services Fund Budget. Funding for subsequent fiscal years subject to appropriation of the annual budget and funds.
BACKGROUND INFORMATION:
Submitted for City Council consideration and action is a proposal submitted by Chemsearch, a division of NCH Corporation, to provide industrial water treatment services for industrial water equipment to include all necessary labor, materials and chemicals to perform scheduled preventive maintenance, chemical treatment, and repairs to equipment for boiler systems, closed loop, and open loop systems. The equipment is located at the Public Safety Technology Center, Emergency Operations Center, Public Safety Emergency Dispatch Center, International Center, Cliff Morton Development Business Service Center, Municipal Plaza Building, Municipal Courts - Frank D. Wing Building, Public Safety Headquarters, Traffic Building, Fire Training Academy, and the Police Training Academy.
The City issued a Request for Competitive Sealed Proposals for “Annual Contract - Industrial Water Treatment - BESD” (RFCSP 6100010368) on June 29, 2018, with a submission deadline of October 19, 2018. One proposal was received from Chemsearch, a division of NCH Corporation and was deemed eligible for evaluation.
The evaluation committee met on February 8, 2019, to evaluate the one responsive proposal received. The evaluation committee consisted of representatives from the Building & Equipment Services Department, Aviation Department, and the Convention, Sports & Entertainment Facilities Department. The Finance Department, Purchasing Division, assisted by ensuring compliance with City procurement policies and procedures. The proposal was evaluated based on the firm’s qualifications, experience, and quality of service, previous performance, proposed plan, and price schedule. Additional categories of consideration included references and financial qualifications. After committee review and discussion, Chemsearch, a division of NCH Corporation, was recommended for award by the evaluation committee based on consensus scoring.
ISSUE:
This contract will provide the Building & Equipment Services Department with a qualified contractor that will furnish the necessary labor, materials, and chemicals required to perform scheduled preventive maintenance, chemical treatment, and repairs to equipment at Public Safety Technology Center, Emergency Operations Center, Public Safety Emergency Dispatch Center, International Center, Cliff Morton Development Business Service Center, Municipal Plaza Building, Municipal Courts - Frank D. Wing Building, Public Safety Headquarters, Traffic Building, Fire Training Academy, and the Police Training Academy. Each facility requires an industrial water treatment program for cooling and heating systems including various types of equipment such as cooling towers, chillers, condensing units, heat exchangers, boilers and their supporting components through an open loop or closed loop system. Preventive maintenance services include labor, materials, service equipment, tools, inspections, service reports, adjustments, water testing and analysis, and replacement parts necessary for the maintenance of the water systems. The current equipment at the International Center will be removed and contractor will install new water treatment equipment which will be included in the preventive maintenance and chemical treatment program.
Repair work goes beyond maintenance, and is usually performed to return something to operational use, rather than to keep it operating. Repair labor and repair parts are not included in the scheduled preventive maintenance fee and can only be performed with City approval. These regularly scheduled preventive maintenance and repair services are required to preserve the safety, reliability, and functionality of this equipment and to maintain peak operational efficiencies while extending the life cycle of the equipment.
The Small Business Economic Development Advocacy (SBEDA) Ordinance requirements were waived due to the lack of small, minority, and/or women businesses available to provide these goods and services.
This contract is an exception to the Local Preference Program.
The Veteran-Owned Small Business Program does not apply to non-professional service contracts, so no preference was applied to this contract.
ALTERNATIVES:
Should this contract not be approved, the Building & Equipment Services Department would be required to procure preventive maintenance on equipment requiring industrial water treatment on an as-needed basis which could lead to inconsistent service and delay in response time to maintenance and repair requests. Processing individual procurements will affect the cost of services due to non-contract pricing. The Building & Equipment Services Department does not have the staff to perform these services in-house.
FISCAL IMPACT:
This ordinance authorizes a contract with Chemsearch, a division of NCH Corporation, to provide industrial water treatment services for industrial water equipment for the Building & Equipment Services Department for an initial term upon Council award through December 31, 2020 with three additional one-year optional renewals, for total estimated contract value of $456,400.00. Funding for Year 1 in the amount of $86,000.00 is available through the FY 2019 Facility Services Fund Budget. Funding for subsequent fiscal years subject to appropriation of the annual budget and funds.
RECOMMENDATION:
Staff recommends approval of this contract with Chemsearch, a division of NCH Corporation, to provide industrial water treatment services for cooling and heating systems for the Building & Equipment Services Department for initial term beginning upon Council award through December 31, 2020 with three additional one-year optional renewals, for total estimated contract value of $456,400.00.
This contract was procured by means of Request for Competitive Sealed Proposal and Contract Disclosure Form is required.