DEPARTMENT: Finance
DEPARTMENT HEAD: Troy Elliott
COUNCIL DISTRICTS IMPACTED: Citywide
SUBJECT:
Inclusive Exercise Equipment for Seniors with Disabilities at DHS Senior Centers
SUMMARY:
This ordinance authorizes acceptance of the proposal from Fitness in Motion of South Texas to provide inclusive exercise equipment for seniors with disabilities at DHS senior centers in the amount of $121,260.00, funded from FY2017 Operating Budget.
BACKGROUND INFORMATION:
Submitted for Council consideration and action is the proposal submitted by Fitness in Motion of South Texas for inclusive exercise equipment for seniors with disabilities to be delivered to ten DHS senior centers. The equipment consists of bikes, steppers, treadmills, and rowers and will augment existing equipment at each of the centers. In addition, staff at each facility will receive a total of one hour of training in the use and operation of each item delivered to their facility.
The City issued a Request for Competitive Sealed Proposal for “Inclusive Exercise Equipment for Seniors with Disabilities at DHS Senior Centers” (RFCSP 6100009044, 17-083) on June 12, 2017, with a submission deadline of July 14, 2017. Five proposals were received and moved forward for full proposal evaluation.
The evaluation committee consisted of representatives from the Department of Human Services, Transportation and Capital Improvements Department and citizens that utilize the senior centers. The Finance Department, Purchasing Division facilitated by ensuring compliance with City procurement policies and procedures. The proposals were evaluated based on the vendors’ qualifications, experience, service quality, previous performance, proposed plan, and price schedule. Additional category for consideration included references.
The evaluation of each proposal response was based on a total of 100 points; 40 points allotted for experience, background, qualifications; 40 points allotted for proposed plan; and 20 points allotted for respondent’s price schedule.
The evaluation committee met on August 8, 2017 to evaluate the five proposals received. After committee review and discussion, additional questions were asked of the Respondents. The evaluation committee re-convened on August 10, 2017 and individual scores were submitted and aggregate scores were presented. After a recommendation for award was agreed upon by the evaluation committee, the scores for Pricing were revealed. Fitness in Motion of South Texas was recommended for award by the evaluation committee.
ISSUE:
This ordinance will provide the City with a qualified contractor to provide high quality installation and training of inclusive exercise equipment at ten senior centers.
This contract is within the scope of the SBEDA Program. However, due to lack of available firms and/or subcontracting opportunities, the Goal Setting Committee was unable to apply a SBEDA tool to this contract.
This contract is an exception to the Local Preference Program.
The Veteran-Owned Small Business Preference Program does not apply to non-professional service contracts, so no preference was applied to this contract.
ALTERNATIVES:
Should this one time purchase not be approved, DHS Senior Centers will not be outfitted with exercise equipment to accommodate seniors with disabilities and/or that are wheelchair bound. The Senior Centers are not staffed with on-site physical therapist which would aid in physical activity. The proposed recumbent exercise equipment allows for easy accessibility by senior users.
FISCAL IMPACT:
All expenditures will be in accordance with each Center’s adopted budget approved by City Council. The cost of this purchase is $121,260.00 and will be funded from the department’s FY2017 Operating Budget.
RECOMMENDATION:
Staff recommends approval of this contract with Fitness in Motion of South Texas to provide the city of San Antonio with installation of high quality inclusive exercise equipment and one hour of training for staff at each senior facility for a total amount of $121,260.00.
This contract is procured by means of Request for Competitive Sealed Proposal and a Contracts Disclosure Form was required.