CITY OF SAN ANTONIO
INFORMATION TECHNOLOGY SERVICES DEPARTMENT
INTERDEPARTMENTAL CORRESPONDENCE
TO: Erik Walsh, City Manager
FROM: Craig Hopkins, Chief Information Officer, Information Technology Services Department
COPIES: Audit and Accountability Committee; Ben Gorzell, Jr., CPA, Chief Financial Officer; Kevin Barthold, City Auditor; Troy Elliott, CPA, Deputy Chief Financial Officer
SUBJECT: Consideration of Completed High Profile Solicitation
DATE: November 17, 2020
The following high-profile project has completed the solicitation process. This item is presented to the Audit and Accountability Committee for review prior to the full City Council for consideration.
Specialized Air Conditioning Maintenance and Repair for IT Spaces (ITSD) - The Information Technology Services Department (ITSD) solicited an annual contract to provide preventative and remedial maintenance, inspection and repair of air conditioning systems dedicated to telecommunications spaces for City managed facilities. Contractor will be responsible for all labor, equipment, materials, expertise and tools required to perform maintenance and repair services of heating, ventilation and air conditioning equipment.
Solicitation Type: Request for Competitive Sealed Proposals (RFCSP)
Contract Value: $228,700.00 (Bids received for the data center locations only and recommend moving forward with contract award. No bids were received for network room locations resulting in a reduced contract value)
Term of Contract: 3 years with 2, 1-year renewal options
Number of Respondents: 4 (two Respondents deemed non-responsive for failure to submit the required proposal bond)
Contracts to be Awarded: 1
Council Consideration: January 14, 2021
Evaluation Criteria: Experience, Background, Qualifications: 25 points
Proposed Plan: 35 points
Price: 20 points
SBE Prime Contract Program: 10 points
M/WBE Prime Contract Program: 10 points
SBEDA Requirements: 12% SBE Subcontracting Requirement
Local Preference Program: Not Applicable
Veteran Owned Small Business Preference Program: Not Applicable
Voting Members: John Rodriguez, Assistant IT Director, Information Technology Services Department
Carmen Cardenas, Facilities Contract Manager, Information Technology Services Department
Adrian Dickreiter, IT Network Manager, Information Technology Services Department
Ron Griego, Facilities Administrator, Building & Equipment Services Department
Kyle Mikolajczyk, Interim Building Maintenance Manager and HVAC Superintendent, Convention & Sports Facilities Department
Due diligence conducted for the respondents to the above solicitation included a search of federal and state department lists, prohibited political contributions, conflicts of interest, delinquent City/County taxes, outstanding payments to the City, payment of state franchise fees as well as a search of the internet for pertinent business information. No material findings were noted that would prevent the City from awarding to the selected vendor.
Staff recommends committee approval to proceed with scheduling this item for full City Council consideration.