DEPARTMENT: Finance
DEPARTMENT HEAD: Troy Elliott
COUNCIL DISTRICTS IMPACTED: CityWide
SUBJECT:
1/28/2016 Annual Contracts
SUMMARY:
An ordinance awarding eight contracts to provide the City with commodities and services on an annual basis for the terms of the contract, for an estimated annual cost of $1,311,536.80. This ordinance provides the procurement of the following items, as needed, and dependent on the Department's available budget, for the terms of the contract:
A. Collier Materials and Keller Material Ltd. for Boulders, Granite and Rocks, $75,000.00 annually (2 contracts, Parks and Recreation Department)
B. Genuine Parts for the San Antonio Fire Department for Absorbent, $22,000.00 annually; $110,000.00 contract period (1 contract, San Antonio Fire Department)
C. Most Dependable Fountains, Inc. for MDF Fountains, Accessories and Repair Parts, $60,000.00 annually (1 contract, Parks and Recreation Department)
D. Paint & Stain Specialist and PPG Architectural Finishes for CSEF Paint Supply, $22,000.00 annually; $110,000.00 contract period (2 contracts, Convention and Sports Facilities Department)
E. Grande Truck Center for Industrial Gasoline & Diesel Engine Parts & Service, $800,000.00 annually (1 contract, Solid Waste Management Department)
F. Intergraph Corporation dba Hexagon Safety & Infrastructure for INPURSUIT RMS & FBR Maintenance and Support for the San Antonio Computer Aided Dispatch System (CAD) $332,536.80 year one (1 contract, 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 qualifying bid:
A. Collier Materials and Keller Material Ltd. for Boulders, Granite and Rocks, $75,000.00 annually, upon award through December 31, 2018 with two, one year renewal options - will provide the Parks and Recreation Department with a contractor to furnish and deliver a variety of hardscape materials. The hardscape materials include: Decomposed Granite, Gray Limestone, Antelope Stone Sawed Chopped Block, White Sawed Chopped Block, Santa Fe Mix Chopped Block, Pink Granite Gravel, Catalina Sunset Gravel, Limestone Boulders, Sandstone Boulders, and Moss Rock Boulders. The hardscape material will vary in size from ¼” to 48”, will be provided in various color tones and will be utilized on various landscaping park projects throughout the City.
B. Genuine Parts for the San Antonio Fire Department for Absorbent, $22,000.00 annually; $110,000.00 contract period upon award through December 18, 2018 with two, one year renewal options - will provide the San Antonio Fire Department with the purchase and delivery of absorbent. The SAFD utilizes the absorbent during emergency responses to contain and absorb fuel, oil, and other chemical spills released during auto accidents, fuel leaks, and other emergency situations. If the toxic chemicals are not recovered, they pose potential health threats to the environment upon entering into the storm water systems.
Contracts procured on the basis of low bid:
C. Most Dependable Fountains, Inc. for MDF Fountains, Accessories and Repair Parts, $60,000.00 annually, upon award through December 31, 2018 with two, one year renewal options - will provide the Parks and Recreation Department with a contractor to furnish and deliver fountains, accessories and repair parts. The drinking fountains include the following types: pedestal drinking fountains, wall mounted fountains and pet drinking fountains. The accessories and repair parts will be utilized by the Parks and Recreation Department to ensure existing fountains are maintained in good operating condition. The drinking fountains are to be utilized at various parks and playground locations.
D. Paint & Stain Specialist and PPG Architectural Finishes for CSEF Paint Supply, $22,000.00 annually; $110,000.00 contract period upon award through December 31, 2018 with two, one year renewal options - will provide the Convention and Sports Facilities Department with a contractor to provide paint at the Alamodome and Convention Center Facilities. The various types of paints will be ordered in 1 gallon and 5 gallon container sizes on an as needed basis. The paint will be utilized to match the existing colors for all paintable wall spaces at the facilities.
E. Grande Truck Center for Industrial Gasoline & Diesel Engine Parts & Service, $800,000.00 annually upon award through March 31, 2019, with two, one year renewal options - will provide the Solid Waste Management Department with a contract for the repairs of various on-road heavy duty trucks to include refuse trucks, dump trucks, all other heavy duty trucks, and tractor trailers utilized by the Transportation and Capital Improvement, Parks and Recreation, and San Antonio Police Departments. This contract will provide parts and service for approximately 1,200 units in the City’s fleet.
Contract procured on the basis of sole source:
F. Intergraph Corporation dba Hexagon Safety & Infrastructure for INPURSUIT RMS & FBR Maintenance and Support for the San Antonio Computer Aided Dispatch (CAD) System, $332,536.80 year one; $1,765,519.92 contract value upon award through October 31, 2016 with four, one year renewal options - will provide the San Antonio Police Department (SAPD) with a stand-alone maintenance and support agreement for the Intergraph INPURSUIT Record Management System (RMS) & Field Base Reporting (FBR) components of the Computer Aided Dispatch (CAD) System. INPURSUIT RMS & FBR allows officers to efficiently generate and submit reports in the field. Once completed and approved, the reports are wirelessly submitted to the RMS where the reports become accessible and searchable. FBR expedites the reporting process and informational availability within overall RMS system. The RMS system allows for capture, management, and reporting on data on an enterprise wide level, including operational, investigative, analytical and administrative functional areas. The initial cost for maintenance and support is $332,536.80 with a three percent increase annually thereafter.
Historically, maintenance and support services have been provided by Intergraph Corporation dba Hexagon Safety and Infrastructure through the (CAD) system integrator. With the successful integration of this system, the City has opted to pursue maintenance and support directly from the software manufacturer / developer.
These items are being purchased as Sole Source according to the provisions of Texas Statutes Local Government Code 252.022.07. No other source can supply the items listed nor can any comparable item fulfill the same requirements. Vendor acknowledges, with his/her signature, that all items offered are considered a Sole Source.
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. Boulders, Granite and Rocks - 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.
In accordance with the Local Preference Program, no local preference was applied, since the local bidder is not within 3% of the recommended lowest non-local bidder.
The Veteran-Owned Small Business Preference Program does not apply to goods/supplies contracts, so no preference was applied to this contract.
B. San Antonio Fire Department for Absorbent - This contract is within the scope of the SBEDA Program. However, due to the type of commodities/services being procured and value of contract, no SBEDA tool is available.
The recommended award is to the lowest responsive bidder, who is also a local business. Therefore application of the Local Preference Program was not required.
The Veteran-Owned Small Business Preference Program does not apply to good/supplies contracts, so no preference was applied to this contract.
C. MDF Fountains, Accessories and Repair Parts - This contract is within the scope of the SBEDA Program. However, due to the type of commodities/services being procured and value of 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.
D. CSEF Paint Supply - This contract is within the scope of the SBEDA Program. However, due to the type of commodities/services being procured and value of contract, no SBEDA tool is available.
In accordance with the Local Preference Program, no local preference was applied, since the local bidder is not within 3% of the recommended lowest non-bidder.
The Veteran-Owned Small Business (VOSBP) Preference Program does not apply to non-professional service contracts, so no preference was applied to this contract.
E. Industrial Gasoline & Diesel Engine Parts & Service - This contract is within the scope of the SBEDA Program. The Goal Setting Committee set a 3% Minority/Women Business Enterprise (M/WBE) subcontracting goal. The Economic Development Department approved a partial waiver submitted by Grande Truck Center because the contractor demonstrated a good faith effort to provide subcontracting opportunities for small, minority, and women-owned businesses.
The recommended award is to the lowest responsive bidder, who is also a local business. Therefore application of the Local Preference Program was not required.
The Veteran-Owned Small Business Program does not apply to goods/supplies contracts, so no preference was applied to this contract.
F. INPURSUIT RMS & FBR Maintenance and Support for the San Antonio Computer Aided Dispatch System (CAD) - This contract is exempt from competitive bidding and is excluded from the SBEDA program.
This contract is an exception to the Local Preference Program.
The Veteran-Owned Small Business Preference Program does not apply to good/supplies contracts, so no preference was applied to this contract.
ALTERNATIVES:
A. Boulders, Granite and Rocks - Should this contract not be approved, the department will be required to purchase hardscape materials on an as needed basis wherein increased costs due to non-contract buying would be realized and may result in delayed delivery times.
B. San Antonio Fire Department for Absorbent - Should this contract not be approved, the San Antonio Fire Department will be required to purchase absorbent on an as-needed basis which could lead to higher costs as well as delays in deliveries of required items.
C. MDF Fountains, Accessories and Repair Parts - Should this contract not be approved, the Parks & Recreation Department will be required to purchase fountains and repair parts on an as needed basis wherein increased costs due to non-contract buying would be realized and may result in delayed delivery times.
D. CSEF Paint Supply - Should this contract not be approved, the Alamodome and Convention Center Facilities will be required to purchase paint on an as-needed basis wherein increased costs would be realized due to non-contract buying.
E. Industrial Gasoline & Diesel Engine Parts & Service - Should this contract not be approved, the Solid Waste Management Department will be required to procure parts and service on an as-needed basis which may result in higher pricing and delays in returning equipment to service.
F. INPURSUIT RMS & FBR Maintenance and Support for the San Antonio Computer Aided Dispatch System (CAD) - Should this contract not be approved, SAPD would not have a stand-alone maintenance and support agreement for the Intergraph INPURSUIT RMS & FBR components of the CAD System. Officers would have to manually do the work this automated system provides thus increasing overtime.
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 eight 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 qualifying bid, low bid and sole source and Contract Disclosure Forms are not required.