DEPARTMENT: Finance
DEPARTMENT HEAD: Troy Elliott
COUNCIL DISTRICTS IMPACTED: Citywide
SUBJECT:
Annual Contract for Rental of Barricades
SUMMARY:
This ordinance authorizes acceptance of offers from Four J Traffic Controls, LLC; Flasher Equipment Company and Short-Line Corporation dba American Signal Equipment Company to provide three contracts for the rental, manpower, delivery and pickup of traffic barricade equipment for the Police, Transportation and Capital Improvements, Center City Development and Operations, and Convention and Sports Facilities Departments for an estimated annual cost of $547,000.00. Funding for these contracts is available through the FY2017-2018 Operating Budget.
BACKGROUND INFORMATION:
Submitted for Council consideration and action are the offers submitted by Four J Traffic Controls, LLC; Flasher Equipment Company and Short-Line Corporation dba American Signal Equipment Company to provide rental, manpower, delivery and pickup of traffic barricade equipment to be utilized by the Police, Transportation and Capital Improvements, Center City Development and Operations, and Convention and Sports Facilities Departments.
The City awarded an annual contract for the Rental of Barricades on April 10, 2014, Ordinance 2014-0410-0222, with a term of three years with two, one year options to renew. Due to continuing contractor performance concerns expressed by city departments, the Finance Department, Purchasing Division, Police, Transportation and Capital Improvements and Center City Development and Operations Departments met with the contractor on February 16, 2017, to address the performance issues of contractor failing to provide required barricade equipment and failing to provide the manpower to perform barricade services. The departments’ concern regarding lack of contractor performance to meet the contract specifications and scope of work were addressed in a formal demand letter issued to the contractor on February 23, 2017. The contractor responded with an action plan to cure performance deficiencies on March 3, 2017. However, the contractor’s performance deficiencies continued and out of concern for public health and safety of residents, the City terminated the contract on June 26, 2017.
As a result of the termination of the contract, the City issued a competitive Request for Offers on the basis of a Public Health & Safety Exemption for an “Annual Contract for Rental of Barricades” on June 26, 2017, with a submission deadline of July 12, 2017. Three proposals were received and deemed responsive. Staff recommends award to all three respondents based on a Public Health & Safety Exemption. Departments may use each contractor on an as needed basis to meet the department needs for barricade services. The estimated annual cost of the combined contracts is $547,000.00.
The term of the agreements shall be effective upon award and shall terminate on June 30, 2018. The City intends to release a Request for Competitive Sealed Proposal by November 2017 for the rental of barricades to establish a three year contract with two, one year renewal options.
ISSUE:
These contracts will provide the City of San Antonio with three contractors to provide rental, delivery and pickup of traffic barricades, variable message boards, flashers and signs to be utilized by the Police, Transportation and Capital Improvements, Center City Development and Operations, and Convention and Sports Facilities Departments. The barricade equipment will be placed at construction sites, parades and special events, and Fiesta Events such as NIOSA, and Alamodome events for the purpose of traffic control. Contract specifications require that all equipment conform to the latest edition of the Texas Manual on Uniform Traffic Control Devices (TMUCD) for Streets and Highways, as modified by the City of San Antonio. The City will provide traffic plans to the contractors, and specific instructions regarding set-up and removal. The contractor’s will provide the equipment, trucks and manpower necessary to assemble the barricade equipment and ensure seamless traffic flow, and facilitate safety of residents and City personnel.
This contract was procured by means of a Public Health & Safety Exemption.
This contract will be awarded in compliance with the Small Business Economic Development Advocacy (SBEDA) Program, which requires contracts be reviewed by a Goal Setting Committee to establish a requirement and/or incentive unique to the particular contract in an effort to maximize the amount of small, minority, and women-owned business participation on the contract. The Goal Setting Committee set a 26% Small Business Enterprise (SBE) subcontracting goal. Four J Traffic Controls, LLC, Short-Line Corporation dba American Signal Equipment Company and Flasher Equipment Company have committed to satisfying the subcontracting goal through self-performance as all three are SBEDA eligible certified SBE.
The Local Preference Program does not apply to non-professional service contracts of $500,000.00 or more, so no preference was applied to this contract.
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 contract not be approved, the City departments would be required to process individual procurements on an as needed basis for barricade services which may result in timeliness of receiving equipment and services and could present a public safety issue for City events. The departments do not have the staff and equipment to perform these services in-house. Processing individual procurements will affect the cost of services due to non-contract pricing.
FISCAL IMPACT:
This ordinance authorizes three contracts with Four J Traffic Controls, LLC, Flasher Equipment Company and Short-Line Corporation dba American Signal Equipment Company for the rental, delivery, and pickup of traffic barricades, variable message boards, flashers, and signs to be utilized throughout the City, for an estimated annual cost of $547,000.00. Funding for this contract is available through the FY 2017-2018 Operating Budget.
RECOMMENDATION:
Staff recommends approval of contracts with Four J Traffic Controls, LLC; Flasher Equipment Company and Short-Line Corporation dba American Signal Equipment Company for the rental, delivery, and pickup of traffic barricades, variable message boards, flashers, and signs to be utilized by the Police, Transportation and Capital Improvements, Center City Development and Operations, and Convention and Sports Facilities Departments for an estimated annual cost of $547,000.00.
This contract is procured by means of a Public Health or Safety and a Contracts Disclosure Form is not required.