DEPARTMENT: Finance
DEPARTMENT HEAD: Troy Elliott
COUNCIL DISTRICTS IMPACTED: City Wide
SUBJECT:
10/15/2015 Annual Contracts
SUMMARY:
An ordinance awarding six 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 $2,110,000.00. 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. San Antonio Belting & Pulley Co. for Hydraulic, Air, Water, Fuel, & Industrial Hose & Fittings, $190,000.00 annually (1 contract, Solid Waste Management, Transportation and Capital Improvements and Parks and Recreation Departments)
B. Paradigm Traffic Systems, Inc. for Type 170E Controller Assemblies & Equipment, $1,110,000.00 annually (1 contract, Transportation and Capital Improvements Department)
C. Southwest Companies LTD, d/b/a Southwest Wheel, and Genuine Parts Company for Medium & Heavy Truck Trailer Drum & Brake Parts, $400,000.00 annually (2 contracts, Solid Waste Management Department)
D. Deccan International, Inc. for Deccan Computer Aided Dispatch (CAD) Component Maintenance and Support to Include Additional Software Licenses, $95,000.00 annually (1 contract, Fire Department)
E. US Digital Designs, Inc. for Fire Station Alerting System (FSAS) Maintenance and Support to Include Future Build-Out Upgrades and Computer Aided Dispatch (CAD) System Component Maintenance & Support for US Digital Products, $315,000.00 annually (1 contract, Fire 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. San Antonio Belting & Pulley Co. for Hydraulic, Air, Water, Fuel, & Industrial Hose & Fittings, $190,000.00 annually, upon award through March 31, 2019 with two, one year renewal options - will provide Solid Waste Management Fleet Operations with a contractor to furnish hydraulic, air, water, fuel, & industrial hoses and fittings parts for use on approximately 800 refuse trucks, brush and bulky collection trucks, heavy equipment tractors, and tractor trailers to be used by various City departments.
B. Paradigm Traffic Systems, Inc. for Type 170E Controller Assemblies & Equipment, $1,110,000.00 annually, upon award through December 31, 2018 with two, one year renewal options - will provide the Transportation and Capital Improvements Department, Traffic Operations Division with a vendor to furnish and deliver traffic signal controller cabinets. The traffic control cabinets will be equipped with a proprietary locking system to prevent intrusion and will be installed by Public Works staff and/or City contractors at signalized intersections throughout the City.
Contracts procured on the basis of low qualifying bid:
C. Southwest Companies LTD, d/b/a Southwest Wheel, and Genuine Parts Company for Medium & Heavy Truck Trailer Drum & Brake Parts, $400,000.00 annually, upon award through December 31, 2018 with two, one year renewal options - will provide the Solid Waste Management Department with a contractor to furnish drum and brake parts for use on medium and heavy duty trucks and trailers owned and operated by various departments of the City of San Antonio.
Contracts procured on the basis of sole source:
D. Deccan International, Inc. for Deccan Computer Aided Dispatch (CAD) Component Maintenance and Support to Include Additional Software Licenses, $95,000.00 annually, November 1, 2015 through October 31, 2016 with four, one year renewal options - will provide the San Antonio Fire Department (SAFD) with stand- alone maintenance and support agreement for the Deccan component of the CAD System. Deccan utilizes CAD data to assist in the predicting of new fire station locations, where equipment is needed, and any trends that might be occurring. Additional seat licenses are required due to the expansion of the Department’s Strategic Planning Division.
Historically, maintenance and support services have been provided by Deccan International, Inc. 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.
E. US Digital Designs, Inc. for Fire Station Alerting System (FSAS) Maintenance and Support to Include Future Build-Out Upgrades and Computer Aided Dispatch (CAD) System Component Maintenance & Support for US Digital Products, $315,000.00 annually, upon award through September 30, 2016 with three, one year renewal options - will provide the San Antonio Fire Department (SAFD) with a stand-alone maintenance and support agreement for the US Digital Designs (USDD) component of the CAD System to include future build-out upgrades for the Fire Alerting System. USDD utilizes CAD data to alert Fire Stations of the incident locations to dispatch equipment and personnel as needed.
Historically, maintenance and support services have been provided by US Digital Designs, Inc. through the CAD system integrator. With the successful integration of this system, the City has opted to pursue maintenance and support direct 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. Hydraulic, Air, Water, Fuel, & Industrial Hose & Fittings - Due to the lack of small, minority, and/or women businesses available to provide these goods, the SBEDA Program did not apply to this solicitation.
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 goods/supplies contracts, so no preference was applied to this contract.
B. Type 170E Controller Assemblies & Equipment - Due to the lack of small, minority, and/or women businesses available to provide these goods, the SBEDA Program did not apply to this solicitation.
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.
C. Medium & Heavy Truck Trailer Drum & Brake Parts - Due to the lack of small, minority, and/or women businesses available to provide these goods, the SBEDA Program did not apply to this solicitation.
The recommended awards are to the lowest responsive bidders, who are also local businesses. Therefore application of the Local Preference Program was not required.
The Veteran-Owned Small Business Preference Program does not apply to goods/supplies contracts, so no preference was applied to this contract.
D. Deccan Computer Aided Dispatch (CAD) Component Maintenance and Support to Include Additional Software Licenses - This contract is exempt from competitive bidding and is excluded from the SBEDA program.
This contract is an exception to the SBEDA and Local Preference Program.
The Veteran-Owned Small Business Program does not apply to goods/supplies contracts, so no preference was applied to this contract.
E. Fire Station Alerting System (FSAS) Maintenance & Support to include future Build-Out Upgrades and Computer Aided Dispatch (CAD) System Component Maintenance & Support for US Digital Products - This contract is exempt from competitive bidding and is excluded from the SBEDA program.
This contract is an exception to the SBEDA and Local Preference Program.
The Veteran-Owned Small Business Program does not apply to goods/supplies contracts, so no preference was applied to this contract.
ALTERNATIVES:
A. Hydraulic, Air, Water, Fuel, & Industrial Hose & Fittings - Should this contract not be approved, the City will be required to purchase various hoses and fitting parts on an as needed basis which could result in higher costs and increased down time of vehicles and equipment, thus delaying timely completion of maintenance and repair.
B. Type 170E Controller Assemblies & Equipment - Should this contract not be approved, the Transportation & Capital Improvements Department will be required to procure equipment on an as needed basis. The City could lose the pricing advantage afforded through a competitively bid contract. While the cabinet assemblies may be purchased individually, the department’s budget would be negatively impacted through continuous price variations and long lead time.
C. Medium & Heavy Truck Trailer Drum & Brake Parts - Should this contract not be approved, the City will be required to purchase drum and brake parts on an as needed basis which could result in higher costs and increased down time of vehicles, thus delaying timely completion of maintenance and repair.
D. Deccan Computer Aided Dispatch (CAD) Component Maintenance and Support to Include Additional Software Licenses - Should this contract not be approved, the San Antonio Fire Department (SAFD) would not have a stand-alone maintenance and support agreement for the Deccan component of the CAD System and would not be able to utilize CAD data to assist in the predicting of new fire station locations, where equipment is needed, and any trends that might be occurring.
E. Fire Station Alerting System (FSAS) Maintenance and Support to Include Future Build-Out Upgrades and CAD System Component Maintenance & Support for US Digital Products - Should this contract not be approved, the San Antonio Fire Department (SAFD) would not have a stand-alone maintenance and support agreement for the US Digital Designs (USDD) component of the CAD System, nor have the capability to do future build-out upgrades for the Fire Alerting System.
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 six 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, low qualifying, and sole source and Contract Disclosure Forms are not required.