DEPARTMENT: Finance
DEPARTMENT HEAD: Troy Elliott
COUNCIL DISTRICTS IMPACTED: 9
SUBJECT:
Annual Contract for Fire Detection and Suppression Systems Inspections, Repairs, and Monitoring Services for San Antonio Airport System
SUMMARY:
This ordinance authorizes acceptance of a proposal from Western States Fire Protection Co. to provide the San Antonio Airport System (SAAS) with a contract to provide routine annual inspections, repairs (to include replacements), and monitoring services of the fire detection and fire suppression systems for a total estimated annual amount of $371,178.00 for an initial term of three years, with options to renew the term of the agreement for two additional one-year periods. The contract value is based, in part, on estimated future repair costs. This contract will be used for repairs so long as funds are available in the Department's budget. Funding for this annual contract will be allocated from the Aviation Operating Fund.
BACKGROUND INFORMATION:
The City issued a Request for Competitive Sealed Proposal (RFCSP) for "Annual Contract for Fire Detection and Suppression Systems Inspections, Repairs, and Monitoring Services" (RFCSP 6100003350) on August 28, 2013. On October 4, 2013, the Aviation Department received six proposals. Two firms were declared non-responsive. Allied Fire Protection did not submit the required Proposal Bond. SimplexGrinnell took exceptions to the terms and conditions within the City requirements and offered pricing under the terms and conditions of their TXMAS contract.
The evaluation committee consisted of representatives from Aviation Department, Convention Sports & Entertainment Facilities, and the Airport Advisory Commission. 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 100 points: 50 points for experience, background, qualifications, and 20 points for proposed plan; 10 points for price schedule; and 20 points for Small Business Enterprise (SBE) Prime Contract Program. Based on the City's standard RFCSP process, Western States Fire Protection Co. was recommended for award.
The initial term of the agreements shall be for a period of three years. Two additional one-year renewals at the City's option will also be authorized by this ordinance.
ISSUE:
This contract will provide the San Antonio Airport System, including San Antonio International Airport and Stinson Municipal Airport, with routine annual inspections, repairs (to include replacements), and monitoring of the fire detection and fire suppression systems.
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 SBE Prime Contract Program with 20 evaluation preference points. No preference points were awarded to Western States Fire Protection Co., as they are not a certified firm located within the San Antonio Metropolitan Statistical Area.
The recommended award is an exception to the Local Preference Program.
The Veteran-Owned Small Business Preference Program (VOSBPP) does not apply to this contract since it was solicited prior to January 15, 2014, the effective date of the program. Additionally, the VOSBPP does not apply to non-professional service contracts.
ALTERNATIVES:
Should this contract not be approved, the 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:
Funds for the proposed contracts are available in the Aviation Operating Fund.
RECOMMENDATION:
Staff recommends approval of the contract with Western States Fire Protection Co. to provide the San Antonio Airport System with fire detection and suppression inspections, repairs, and monitoring services in the estimated annual amount of $371,178.00. This contract is procured by means of a Request for Competitive Sealed Proposals and a Contracts Disclosure Form is required.