CITY OF SAN ANTONIO
FINANCE DEPARTMENT
Interdepartmental Correspondence
TO: Sheryl Sculley, City Manager
FROM: Troy Elliott, CPA, Deputy Chief Financial Officer, Finance Department
Kevin Barthold, City Auditor
COPIES: Audit and Accountability Committee; Ben Gorzell, Jr., CPA, Chief Financial Officer; Norbert Dziuk, Procurement Operations Lead
SUBJECT: Consideration of Completed High Profile Solicitations
DATE: October 3, 2017
The following high profile projects have completed the solicitation process. These items are presented to the Audit and Accountability Committee for review prior to full City Council for consideration.
Annual Job Order Contract for On-Call HVAC Services (Aviation) - Department issued a Request for Competitive Sealed Proposals to provide Aviation with two, $2 Million contracts for HVAC systems maintenance and repair.
§ Solicitation Type: Request for Competitive Sealed Proposals
§ Number of Respondents: 4
§ Contract Value: $800,000 annually / $4 million total
§ Number of Contracts Awarded: 2
§ Term of Contract: 2 years with 3, 1 year options
§ Tentative Council Date: October 19, 2017
§ Evaluation Criteria:
o Experience, Background, Qualifications - 40 points
o Proposed Plan - 30 points
o Price - 10 points
o SBEDA Program - 20 points
§ 10 points SBE Prime Contract Program
§ 10 points MWBE Prime Contract Program
§ SBEDA Subcontracting Requirements: 18% MWBE
§ Local Preference Program: Not Applicable
§ Veteran Owned Small Business Preference Program: Not Applicable
§ Voting Committee Members:
o Russell J. Handy, Aviation Director
o Randy Gray, Aviation Facilities Manager
o Jose Correa, Building and Equipment Services Assistant Director
Annual Contract for Elevator and Escalator Preventive Maintenance and Repairs for San Antonio Airport System (Aviation) - Department issued a Request for Competitive Sealed Proposals to provide Aviation with elevator and escalator preventive maintenance and repairs.
§ Solicitation Type: Request for Competitive Sealed Proposals
§ Number of Respondents: 3
§ Contract Value: $1.6 million annually / $8 million total
§ Number of Contracts Awarded: 1
§ Term of Contract: 3 years with 2, 1 year options
§ Council Consideration: October 19, 2017
§ Evaluation Criteria:
o Experience, Background, Qualifications - 45 points
o Proposed Plan - 40 points
o Price - 15 points
o SBEDA Requirements - Waived
§ Local Preference Program: Not Applicable
§ Veteran Owned Small Business Preference Program: Not Applicable
§ Voting Committee Members:
o Carlos Contreras, Assistant City Manager
o Russell J. Handy, Aviation Director
o Loyce Clark, Aviation Chief Asset and Planning Officer
o Guillermo Moya, CSF Special Projects Manager
Distributed Antenna System for CSF (CSF) - Department issued a Request for Proposals seeking qualified firms to provide the Henry B. Gonzalez Convention Center (HBGCC) with a Distributed Antenna System to improve cellular signals and enhance public safety radio signals within the buildings that make up the convention center. This system is expected to greatly enhance the customer experience at the HBGCC.
§ Solicitation Type: Request for Proposals
§ Number of Respondents: 12
§ Contract Value: $1.5 Million (Revenue)
§ Number of Contracts Awarded: 1
§ Term of Contract: 10 years with 2, 5 year options
§ Council Consideration: October 19, 2017
§ Evaluation Criteria:
o Experience, Background, Qualifications - 25 points
o Proposed Plan - 40 points
o Price/Compensation - 20 points
o Local Preference Program: 10 points
o Veteran Owned Small Business Preference Program: 5 points
§ SBEDA Subcontracting Requirements: Pending Goal Setting Committee Approval
§ Voting Committee Members:
o Patricia Muzquiz-Cantor, Convention and Sports Facilities Assistant Director
o Melanie Seale, Finance Assistant Director
o John Rodriguez, ITSD Assistant Director
o Scott Munson, Convention Center General Manager
o Henry Brun, Board Member, Visit SA
Due diligence conducted for the respondents to the above solicitations included a search of federal and state debarment lists, prohibited political contributions, conflicts of interest, delinquent City/County taxes, outstanding payments to the City, payment of state franchise fees as well as a search of the internet for pertinent business information. No findings were noted that would prevent the City from awarding to the selected vendors.
Staff recommends committee approval to proceed with scheduling these items for full City Council consideration.