DEPARTMENT: Finance
DEPARTMENT HEAD: Troy Elliott
COUNCIL DISTRICTS IMPACTED: Citywide
SUBJECT:
11/30/2017 Annual Contracts
SUMMARY:
An ordinance awarding one contract to provide the City with commodities and services on an annual basis for the term of the contracts, for an estimated annual cost of $317,000.00. This ordinance provides the procurement of the following items, as needed, and dependent on the Department's available budget, for the term of the contracts:
A. Consolidated Traffic Controls, Inc. for School Zone Flasher Communication System, $317,000.00 annually (1 contract, Transportation and Capital Improvements)
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.
Cooperative:
A. This Contract will provide the Transportation and Capital Improvements Department, Traffic Division, with purchase and installation of communication equipment to be deployed at each of the existing school zones to provide two-way communications. This communication equipment will allow remote trouble shooting and adjustments to the school zone flashers. By utilizing the Houston-Galveston Area Council of Governments Cooperative Contract, the Department can ensure new equipment is designed to operate with existing infrastructure without alteration.
This purchase is made through the Houston-Galveston Area Council of Governments (HGAC) Contract PE05-17 in accordance with the Houston-Galveston Cooperative Purchasing Program Passed on Resolution 96-41-48 dated 10-10-1996.
ISSUE:
This contract represents 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. School Zone Flasher Communication System - The Small Business Economic Development Advocacy (SBEDA) Ordinance requirements were waived due to the lack of small, minority, and/or women businesses available to provide these goods and services.
The recommended award is an exception to the Local Preference Program.
The Veteran-Owned Small Business Preference Program does not apply to goods/supplies contracts, so no preference was applied to this contract.
ALTERNATIVES:
A. School Zone Flasher Communication System - Should this contract not be approved, the City would no longer be able to use two-way communication with the school zone flashers to remotely set time of day functions. The Transportation and Capital Improvements Department could procure school zone flasher equipment on an as needed basis but the communication devices are custom manufactured and the cost could increase due to non-contract procurements.
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 this contract submitted through this ordinance to provide the City with specified services on an annual contract basis. This annual contract is critical to the City's daily operations.
This contract was procured on the basis of cooperative agreement, and a Contract Disclosure Forms is not required.