DEPARTMENT: Finance
DEPARTMENT HEAD: Troy Elliott
COUNCIL DISTRICTS IMPACTED: Citywide
SUBJECT:
Annual Contract for Rental of Barricades
SUMMARY:
This ordinance authorizes a contract with Flasher Limited, dba Flasher Equipment Company to provide barricade services on an as-needed basis, to include rental, manpower, delivery and pickup of barricades. These services are required by the Transportation and Capital Improvements, Convention and Sports Facilities, Police and Center City Development and Operations departments for construction projects, processions or special events for an estimated amount of $600,000.00 annually. Funding for this contract is available through the FY 2019 Operating Budget.
BACKGROUND INFORMATION:
Submitted for Council consideration and action is a proposal submitted by Flasher Limited, dba Flasher Equipment Company to provide barricade services on an as-needed basis, to include rental, manpower, delivery and pickup of barricades.
The City issued a Request for Competitive Sealed Proposal (RFCSP) for “Annual Contract for Rental of Barricades” (RFCSP 6100010135) on May 23, 2018, with a submission deadline of June 22, 2018. Three proposal responses were received. The evaluation team consisted of representatives from the Transportation and Capital Improvements, Convention and Sports Facilities, Police and Center City Development and Operations departments. The Finance Department, Purchasing Division assisted by ensuring compliance with City procurement policies and procedures. The proposals were evaluated based on the firm’s qualifications, experience, and quality of service, previous performance, proposed plan and price schedule.
The evaluation of each proposal response was based on a total of 100 points; 35 points allotted for experience, background, qualifications; 25 points allotted for proposed plan; and 20 points allotted for respondent’s price schedule. Ten preference points were allotted for the Small Business Economic Development Advocacy (SBEDA) Program, SBE Prime Contractor Program Affirmative Procurement Initiative, and ten preference points allotted for the M/WBE Prime Contractor Program Affirmative.
The evaluation committee met on July 31, 2018 to evaluate the three responsive proposals received. After committee review and discussion, individual technical scores were submitted. Once scores were finalized by the selection committee, the pricing and SBEDA scores were revealed. Flasher Limited, dba Flasher Equipment Company received the highest ranking and was recommended for award by the evaluation committee.
The initial term of the agreement shall be October 1, 2018 through December 31, 2021. Two additional with one-year renewals at the City’s option shall also be authorized by this ordinance.
ISSUE:
This contract will provide barricade services on an as-needed basis, to include rental, manpower, delivery and pickup of barricades. These services are required by the Transportation and Capital Improvements, Convention and Sports Facilities, Police and Center City Development and Operations departments for construction projects, processions or special events. 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 contractor, and specific instructions regarding set-up and removal. The contractor 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 will be awarded in compliance with the Small Business Economic Development Advocacy (SBEDA) Program. Flasher Limited, dba Flasher Equipment Company is a small firm that received ten evaluation preference points as they are located within the San Antonio Metropolitan Statistical Area and will be self-performing the 26% Small Business Enterprise (SBE) subcontracting goal.
The Local Preference Program does not apply to non-professional service contracts of $500,000 or more, so no preference was applied to this contract.
The Veteran-Owned Small Business (VOSB) 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 will be required to process individual procurements on an as needed basis for barricade 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 as well as timely delivery of critical services.
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. The total estimated cost for this contract is $600,000.00 annually. Purchases made by the various departments are as needed and dependent upon available funds within their adopted budget.
RECOMMENDATION:
Staff recommends the approval of this contract with Flasher Limited, dba Flasher Equipment Company to provide barricade services on an as-needed basis.
This contract is procured by means of Request for Competitive Sealed Proposal and a Contract Disclosure Form is required.