DEPARTMENT: Finance
DEPARTMENT HEAD: Troy Elliott
COUNCIL DISTRICTS IMPACTED: CityWide
SUBJECT:
3/3/2016 Annual Contracts
SUMMARY:
An ordinance awarding three contracts to provide the City with commodities and services on an annual basis for the term of the contracts, for an estimated annual or term cost of $256,000.00. This ordinance provides the procurement of the following items, as needed, and dependent on the Department's available budget, for the term of the contracts:
A. Metro Fire Apparatus Specialists, Inc. for Akron, Elkhart &Task Force Tips Parts and Repair Services, $125,000.00 annually (1 contract, San Antonio Fire Department)
B. Fleetwash, Inc. for Service Truck/Vehicle Washing, $76,000.00 annually (1 contract, Solid Waste Management Department)
C. L.E.A.D.S ONLINE, LLC for Amendment II to L.E.A.D.S Online Database Agreement, $55,000.00 annually (1 contract, San Antonio Police 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.
Contracts procured on the basis of low bid:
A. Metro Fire Apparatus Specialists, Inc. for Akron, Elkhart &Task Force Tips Parts and Repair Services, $125,000.00 annually, April 1, 2016 through March 31, 2019, with two, one year renewal options - will provide the San Antonio Fire Department with a contractor to furnish Akron, Elkhart and Task Force Tips parts and equipment repair services at a discounted price for various nozzles, adapters, fittings and valve kits used by firefighters during emergency fire responses. This contract will also be utilized by SAFD to maintain firefighting equipment.
B. Fleetwash, Inc. for Service Truck/Vehicle Washing, $76,000.00 annually, April 1, 2016 through June 30, 2019, with two, one year renewal options - will provide truck/vehicle washing services for solid waste collection vehicles. The identified fleet will be washed every two weeks (26 washes/trucks annually) through a set schedule developed by the contractor and approved by the City. Mobile washing of fleet will occur at the four service center locations. This contract will be maintained and primarily used by Solid Waste Management Department.
Amendment:
C. L.E.A.D.S ONLINE, LLC for Amendment II to L.E.A.D.S Online Database Agreement, January 1, 2005 through December 31, 2020 - will provide the City of San Antonio Police Department with an extension to the initial term of the contract to December 31, 2020. This contract provides the Police Department with a confidential online database of pawn shop ticket information used to identify stolen merchandise and persons suspected of property crimes.
All terms and conditions will continue and apply to all renewal periods by mutual agreement. The supplier has confirmed that the annual price shall remain the same.
The purchase of the L.E.A.D.S Online Subscription service will continue annually as previously approved by City Council through Ordinance 2010-12-16-1059.
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. Akron, Elkhart & Task Force Tips Parts and Repair Services - This contract is within the scope of the SBEDA Program. However, due to the type of commodities/services being procured and value of the contract, no SBEDA tool is available.
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.
B. Service Truck/Vehicle Washing - The SBEDA Ordinance requirements were waived due to the lack of qualified SMWBE’s available to provide the goods and services.
There were no bids submitted from local bidders for this contract; therefore, the Local Preference Program did not apply.
The Veteran-Owned Small Business Preference Program does not apply to goods/supplies contracts, so no preference was applied to this contract.
C. Amendment II to L.E.A.D.S Online Database Agreement -Due to the initial date of the agreement on January 1, 2005, SBEDA does not apply.
The recommended award is an exception to the Local Preference Program.
The Veteran-Owned Small Business Preference Program does not apply to this contract since it was solicited prior to January 15, 2014, the effective date of the program.
ALTERNATIVES:
A. Akron, Elkhart &Task Force Tips Parts and Repair Services - Should this contract not be approved, the City will be required to purchase parts and repair services to maintain firefighting equipment on an as needed basis, wherein increased costs due to non-contract buying could be realized as well as cause a delay in delivery times.
B. Service Truck/Vehicle Washing - Should this contract not be approved, Solid Waste Management will be required to procure truck/vehicle washing services on an as-needed basis which may result in higher pricing and delays in returning vehicles to service.
C. Amendment II to L.E.A.D.S Online Database Agreement - Should this amendment not be approved, the San Antonio Police Department will not have the ability to access the proprietary L.E.A.D.S. Online Investigation System service.
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 three 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, and contract amendment and Contract Disclosure Forms are not required.