DEPARTMENT: Finance
DEPARTMENT HEAD: Troy Elliott
COUNCIL DISTRICTS IMPACTED: Citywide
SUBJECT:
Annual Contract for Runway Friction Tester and Associated Services
SUMMARY:
An ordinance for acceptance of a contract with Dynatest US, Inc., for the purchase of an all-in-one runway friction tester, to include a 2020 Ford F350 Super Cab Single Rear Wheel (SRW) truck as base vehicle for the tester, and to provide annual calibration and preventive maintenance services for a total cost of $221,171.14 upon council award through September 30, 2023 with two additional one-year renewals at the City’s option. Funding in the amount of $182,303.14 for the runway friction tester and truck is available from FY 2020 Airport Operations & Maintenance Fund Budget. Funding for the remaining $37,868.00 will be subject to City Council approval of subsequent annual budgets.
BACKGROUND INFORMATION:
Submitted for City Council consideration and action is a proposal submitted by Dynatest US, Inc. for the purchase of an all-in-one Runway Friction Tester (RFT) and to provide annual calibration and preventive maintenance services for the Aviation Department. The RFT evaluates runway pavement friction and identifies areas that may have experienced a loss in texture due to wear and rubber build-up. The equipment and services requested are needed to maintain the safety of airfield runways while also complying with FAA Part 139 Certification requirements.
The City issued a Request for Competitive Sealed Proposals (RFCSP) for “Annual Contract for Runway Friction Tester and Associated Services” (RFCSP 6100012581) for the San Antonio International Airport on April 29, 2020 with a submission deadline of May 29, 2020. Two (2) proposals were received and deemed responsive for evaluation. Dynatest US, Inc. is recommended for contract award based on the City’s standard RFCSP evaluation process.
The evaluation committee consisted of representatives from the Aviation Department. The Finance Department, Purchasing Division assisted by ensuring compliance with City procurement policies and procedures. The evaluation of each proposal was based on a total of 100 points: 50 points allotted for experience, background, qualifications; 30 points allotted for proposed plan; and 20 points allotted for respondents’ price schedule. Additional categories of consideration included references and financial qualifications.
The initial term of the agreement shall be for the period upon award by City Council through September 30, 2023. Two additional one-year renewals at the City’s option shall also be authorized by this ordinance
ISSUE:
This contract is for the purchase of an all-in-one Runway Friction Tester (RFT) and to provide annual calibration and preventive maintenance services for the Aviation Department. The all-in-one RFT will include the initial one-time purchase of a 2020 Ford F350 Super Cab SRW with a 10 speed automatic transmission as the base vehicle. The vendor will then install and mount their manufactured runway friction tester equipment including diagnostic software and laptop to the vehicle that will evaluate runway pavement friction and identify areas that may have experienced a loss in texture due to wear and rubber build-up. The purchase will also include training for the Aviation staff for use and care on the runway friction tester vehicle and equipment.
The Ford 350 Super Cab SRW is covered by a basic 36 month or 36,000 miles warranty and a powertrain/corrosion/roadside warranty for 60 months or 60,000 miles.
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.
This award 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 contract not be approved, the Aviation Department will, to the extent possible, continue to use its existing, obsolete 20-year old RFT. Because of its age and obsolesce, the current RFT is not economically feasible to repair or update. Alternatively, the Aviation Department may engage a contractor to provide bi-weekly runway friction testing as a service, at a higher cost using the contractor’s equipment.
FISCAL IMPACT:
An ordinance for acceptance of a contract with Dynatest US, Inc., for the purchase of an all-in-one runway friction tester, to include a 2020 Ford F350 Super Cab Single Rear Wheel (SRW) truck as base vehicle for the tester, and to provide annual calibration and preventive maintenance services for a total cost of $220,171.14 upon council award through September 30, 2023 with two additional one-year renewals at the City’s option. Funding in the amount of $182,303.14 for the runway friction tester and truck is available from FY 2020 Airport Operations & Maintenance Fund Budget. Funding for the remaining $37,868.00 will be subject to City Council approval of subsequent annual budgets.
RECOMMENDATION:
Staff recommends approval of an ordinance for acceptance of a contract with Dynatest US, Inc., for the purchase of an all-in-one runway friction tester and to provide annual calibration and preventive maintenance services for the San Antonio International Airport for a total cost of $221,171.14 over a 5-year period.
This contract is procured by means of a Request for Competitive Sealed Proposal and a Contract Disclosure Form is attached.