DEPARTMENT: Finance
DEPARTMENT HEAD: Troy Elliott
COUNCIL DISTRICTS IMPACTED: Citywide
SUBJECT:
Annual Contract for Parks Gate Opening and Closing
SUMMARY:
This ordinance authorizes acceptance of a contract with KD’s Janitorial Service to provide transportation and manpower to open, close, or both open and close the main gates of public parks, natural areas, or green-way trails within the City limits for the Parks and Recreation Department for an estimated cost of $35,000.00 annually. This contract is a three (3) year contract ending December 31, 2019 with two (2) one (1) year options. Funding for this contract is available through the FY 2017 Parks and Recreation General Fund Operating Budget.
BACKGROUND INFORMATION:
Submitted for Council consideration and action is a proposal submitted by KD’s Janitorial Service to provide transportation and manpower to open, close, or both open and close the main gates of public parks, natural areas, or green-way trails for the Parks and Recreation Department. There are nine locations requiring that park gates be serviced daily, including holidays, which include: Martin Luther King Park, Morrison Kallison Park, W.W. McAllister Park, Southside Lions Parks, Leon Creek Vista Trailhead to be opened daily between 4:00am and 5:00am. Pearsall Park shall be opened daily between 4:00am and 5:00am and closed at 11:00 pm. Salado Creek at Los Patios shall be visually inspected to ensure that gates are opened daily by sunrise and closed by sunset. Medina River Natural Area 1 & 2 gates shall be manually closed at sunset. Additionally there are thirteen designated park locations and 142 undesignated park locations which may require gate service with established contract pricing, on an as needed basis. The thirteen designated park locations are more likely to require gate service than the undesignated park locations.
The City issued a Request for Competitive Sealed Proposal for “Annual Contract for Parks Gate Opening and Closing” (RFCSP 6100007639) on October 2, 2016, with a submission deadline of November 2, 2016. Two proposals were received and both were deemed responsive. KD’s Janitorial Service was selected based on the City's standard RFCSP evaluation process.
The evaluation committee consisted of representatives from the Parks and Recreation Department and Park Police. The Finance Department, Purchasing Division, facilitated by ensuring compliance with City procurement policies and procedures. The proposals were evaluated based on the firm’s qualifications, experience, service quality, previous performance, proposed plan and price schedule. Additional categories of consideration included references and financial qualifications.
The evaluation of each proposal response was based on a total of 100 points; 25 points allotted for experience, background, qualifications; 25 points allotted for proposed plan; and 30 points allotted for respondent’s price schedule. Ten preference points each were allotted for the Small Business Economic Development Advocacy Programs, ESBE Prime Contractor Program and the M/WBE Prime Contractor Program Affirmative Procurement Initiatives.
The evaluation committee met on November 17, 2016 to evaluate the two responsive proposals received. After committee review and discussion, individual technical scores were submitted and presented. The selection committee recommended interviewing the two respondents. The interviews were held on December 9, 2016. Following the interviews, scores were finalized by the selection committee and the pricing scores and the SBEDA scores were revealed. KD’s Janitorial Service received the highest ranking and was recommended for award by the evaluation committee.
The initial term of the agreement shall be upon Council award through December 31, 2019 with two, one year renewals at the City’s option shall also be authorized by this ordinance.
ISSUE:
This contract will provide transportation and manpower for a contractor to open, close, or both open and close the main gate of public parks, natural areas, or green-way trails for the Parks and Recreation Department. There are nine locations requiring that park gates be serviced daily, including holidays. There are thirteen designated park locations and 142 undesignated park locations which may require service on an as needed basis. Additionally the contractor will perform a general review of the parks to notify any individuals of park closing time and advise when they are required to leave the park.
This contract will be awarded in compliance with the Small Business Economic Development Advocacy (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 the Emerging Small Business Enterprise Prime Contract Program and Minority and/or Woman Owned Business Enterprise Prime Contract Program with ten (10) evaluation preference points each, total twenty (20) points were awarded to KD’s Janitorial Service as they are certified as ES/MBE firm located within the San Antonio Metropolitan Statistical Area.
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 this contract not be approved, the Parks and Recreation Department would be required to procure the services on an as needed basis. Non-contract rates may result in increased costs and adversely affect the timeliness of services. The department does not have the staff to perform these services in-house.
FISCAL IMPACT:
This ordinance authorizes a three (3) year contract with KD’s Janitorial Service, expiring on December 31, 2019 with two (2), one (1) year extension options in the amount of $35,000.00 annually. Funds are not encumbered by this Ordinance. All expenditures will be in accordance with the FY 2017 Adopted Operating 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 approval of the contract with KD’s Janitorial Service to provide the Parks and Recreation Department for the opening and closing of park gates for an estimated cost of $35,000.00 annually.
This contract is procured by means of Request for Competitive Sealed Proposal and a Contract Disclosure Form is required