DEPARTMENT: Finance
DEPARTMENT HEAD: Troy Elliott
COUNCIL DISTRICTS IMPACTED: Citywide
SUBJECT:
1/30/2020 Annual Contracts
SUMMARY:
An ordinance awarding five contracts to provide the City with commodities and services on an annual basis for the term of the contract, for an estimated annual cost of $866,000.00. This ordinance provides the procurement of the following items, as needed, and dependent on the Department's available budget, for the term of the contract:
A. Peek Traffic Corporation and Control Technologies, Inc. for Video Imaging Vehicle Detection System, $762,000.00 annually (2 contracts, Transportation & Capital Improvements)
B. Grande Truck Center for Telma Brake Retarders Parts & Services, $50,000.00 annually; $250,000.00 contract period (1 contract, Solid Waste Management Department)
C. Casares Sand Pit & Trucking for Sand Products, $27,000.00 annually; $135,000.00 contract period (1 contract, Transportation & Capital Improvements and Parks & Recreation Departments)
D. Casares Sand Pit & Trucking for Top Soil and Top Dressing Products, $27,000.00 annually; $135,000.00 contract period (1 contract, Transportation & Capital Improvements and Parks & Recreation Departments)
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. Control Technologies, Inc. and Peek Traffic Corporation for Video Imaging Vehicle Detection System, $858,000.00 annually, upon award through March 31, 2023 with two, one year renewal options - will provide the Transportation & Capital Improvements Department, Traffic Division with video imaging vehicle detection systems (traffic control cameras) for the purpose of detecting the presence of vehicles at signalized intersections. This contract will allow for the purchase of VIVDS equipment to be installed at new intersections as well as upgrade to existing equipment. These cameras will be utilized at various intersections throughout the City and will be installed and maintained by the Transportation & Capital Improvements Department.
B. Grande Truck Center for Telma Brake Retarders Parts & Services, $50,000.00 annually; $250,000.00 contract period, upon award through December 31, 2022, with two, one year renewal options - will provide Solid Waste Management, Fleet Operations Division, with a contractor to furnish replacement parts and service to Telma Brake Retarders electomagnetic induction braking systems installed in City refuse trucks. Brake Retarders increase the reliability of conventional braking systems and allow them to remain available and effective in emergency situations, while reducing maintenance operations related to the replacement of brake pads and discs.
C. Casares Sand Pit & Trucking for Sand Products, $27,000.00 annually; $135,000.00 contract period, upon award through June 30, 2023 with two, one year renewal options - will provide the Transportation & Capital Improvements and Parks and Recreation Departments with the supply and delivery of various sand products. These products are primarily utilized for street and drainage construction, and maintenance of ballparks and general landscaping purposes.
D. Casares Sand Pit & Trucking for Top Soil and Top Dressing Products, $27,000.00 annually; $135,000.00 contract period, upon award through June 30, 2023 with two, one year renewal options - will provide various City departments with the supply and delivery of top soil and top dressing. These products are primarily utilized by the Transportation & Capital Improvement Department, Streets Maintenance Division, for the reconstruction of street infrastructures located throughout the City; and the Parks and Recreation Department for general landscaping purposes such as a base for newly installed lawns and plants.
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. Video Imaging Vehicle Detection 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.
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.
B. Telma Brake Retarders Parts & Services - 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 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.
C. Sand Products - This contract will be awarded in compliance with the Small Business Economic Development Advocacy (SBEDA) Program. Casares Sand Pit & Trucking is a small minority, firm that will be self-performing the 15% Minority and/ or Women-Owned Business Enterprise (M/WBE) subcontracting
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.
D. Top Soil and Top Dressing Products - This contract will be awarded in compliance with the Small Business Economic Development Advocacy (SBEDA) Program. Casares Sand Pit & Trucking is a small minority, firm that will be self-performing the 20% Small Business Enterprise (SBE) subcontracting goal.
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.
ALTERNATIVES:
A. Video Imaging Vehicle Detection System - Should this contract not be approved, the Transportation & Capital Improvements Department would be required to purchase items on an as needed basis wherein increased costs could be realized as well as potential delays in delivery times.
B. Telma Brake Retarders Parts & Services - Should this contract not be approved, the department will be required to purchase Telma Brake retarders parts on an needed basis, wherein increase costs due to non-contract buying could be realized.
C. Sand Products - Should this contract not be approved, City departments will be required to process procurements as needs arise which can negatively impact timely delivery of sand products required for urgent requests; additionally, cost savings customarily associated with aggregate spending may not be realized.
D. Top Soil and Top Dressing Products - Should this contract not be approved, City departments will be required to process procurements as needs arise which can negatively impact the timely delivery of soil products required for urgent requests. Additionally, cost savings customarily associated with aggregate spending will not be realized.
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 these 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, and Contract Disclosure Forms are not required.