STRATEGIC PRIORITY: Government Performance & Financial Management
AGENDA DATE: February 28, 2024
COUNCIL DISTRICT(S): All
DEPARTMENT: Office of Procurement Services
EXECUTIVE: Jack Ireland
______________________________________________________________________
SUBJECT
Title
Authorize a three-year service price agreement for citywide fire extinguisher and sprinkler system maintenance and repairs - Safety Control LLC in the estimated amount of $1,999,019.68 and Total Fire & Safety, Inc. in the estimated amount of $6,440,520.34, lowest responsible bidders of four - Total estimated amount of $8,439,540.02 - Financing: General Fund ($3,324,871.66 $5,234,088.40), Capital Construction Fund ($1,909,216.74), Aviation Fund ($1,549,381.32), Dallas Water Utilities Fund ($843,190.50), Sanitation Operation Fund ($677,029.50), and Equipment and Fleet Management Fund ($135,850.30) (subject to annual appropriations)
Body
BACKGROUND
This action does not encumber funds; the purpose of a service price agreement is to establish firm pricing for services, for a specific term, which are ordered on an as needed basis according to annual budgetary appropriations. The estimated amount is intended as guidance rather than a cap on spending under the agreement, so that actual need combined with the amount budgeted will determine the amount spent under this agreement.
This service price agreement will provide for citywide fire extinguisher and sprinkler system maintenance and repairs. The agreement provides for a full range of essential fire suppression equipment and services to City facilities, by providing inspection, maintenance, repair and replacement of the following extinguishers and sprinkler system parts.
• Class A, B, C
• Class K
• Carbon dioxide
• Halon
• Wet and dry pipe sprinkler systems
• Anti-freeze sprinkler systems
• Fire pumps
All units under this agreement, will meet applicable fire codes, ensure all facility suppression equipment are fully operational and in compliance with all fire codes and regulations applicable to facility fire suppression equipment and sprinkler systems. The Office of Risk Management in conjunction with the manager of each facility will be responsible for coordinating fire suppression equipment and system inspections to ensure that each facility has been inspected and is in compliance with all fire codes and regulations.
As part of the solicitation process and in an effort to increase competition, the Office of Procurement Services used its procurement system to send out email notifications to vendors registered under relevant commodity codes. To further increase competition, the Office of Procurement Services uses historical solicitation information, the Internet, and vendor contact information obtained from user departments to contact additional vendors.
On November 10, 2015, the City Council authorized a living wage policy that requires contractors to pay their employees a “living wage” rate as established annually by the Massachusetts Institute of Technology Living Wage Calculator for Dallas County by Resolution No. 15-2141. The calculated living wage during the solicitation process of this contract is; $17.82 the selected vendor meets this requirement.
PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS)
On December 12, 2018, the City Council authorized a three-year service price agreement for inspection and maintenance for fire extinguishers and sprinkler systems with American Fire Protection Group, Inc. and Safety Control LLC by Resolution No. 18-1800.
FISCAL INFORMATION
|
Fund |
FY 2024 |
FY 2025 |
Future Years |
|
General Fund |
$1,170,808.98 $1,270,808.98 |
$ 844,017.91 $1,772,677.52 |
$1,310,044.77 $2,190,601.90 |
|
Capital Construction Fund |
$ 673,443.66 $ 0.00 |
$ 617,886.53 $ 0.00 |
$ 617,886.55 $ 0.00 |
|
Aviation Fund |
$ 516,460.44 |
$ 516,460.44 |
$ 516,460.44 |
|
Dallas Water Utilities Fund |
$ 57,812.20 |
$ 169,438.10 |
$ 615,940.20 |
|
Sanitation Operation Fund |
$ 225,676.50 |
$ 225,676.50 |
$ 225,676.50 |
|
Equipment and Fleet Management Fund |
$ 45,283.44 |
$ 45,283.44 |
$ 45,283.42 |
|
Total |
$2,689,485.22 $2,116,041.56 |
$2,418,762.92 $2,729,536.00 |
$3,331,291.88 $3,593,962.46 |
M/WBE INFORMATION
In accordance with the City’s Business Inclusion and Development Policy adopted on September 23, 2020, by Resolution No. 20-1430, as amended, the M/WBE participation on this contract is as follows:
|
Contract Amount |
Procurement Category |
M/WBE Goal |
|
$8,439,540.02 |
Other Services |
N/A |
|
M/WBE Subcontracting % |
M/WBE Overall % |
M/WBE Overall Participation $ |
|
N/A |
N/A |
N/A |
|
• The Request for Bid method of procurement resulted in the lowest responsive bidders being selected. |
|
• Safety Control LLC - Non-local; Workforce - 0.00% Local • Total Fire & Safety, Inc. - Local; Workforce - 12.73% Local |
PROCUREMENT INFORMATION
Method of Evaluation of for Award Type:
|
Low Bid |
• Recommended vendor is based on the lowest competitive quoted price, who is also technically and financially capable of performing and completing the contract, and otherwise meets all material specification requirements |
|
|
• Negotiations are not allowed |
The Office of Procurement Services received the following bids from solicitation number BJ23-00021596. We opened them on November 17, 2023. We recommend the City Council award this service price agreement to the lowest responsive and responsible bidders by group.
*Denotes successful bidders
Bidders Address Amount
*Safety Control 1201 7th St. Group1 - $1,999,019.68
LLC Sulphur Springs, TX 75482 Group 2 - No Bid
*Total Fire & Safety, 7909 Carr St. Group 1 - No Bid
Inc. Dallas, TX 75227 Group 2 - $6,440,520.34
American Fire 10575 Vista Park Rd. Group 1 - No Bid
Protection Group, Inc. Dallas, TX 75238 Group 2 - $6,450,036.50
Zion Fire Protection. LLC811 East Plano Pkwy. Group 1 - $4,741,269.01
Extinguisher Co. #119 Group 2 - $8,320,603.25
Plano, TX 75074
OWNERS
Safety Control LLC
Clare Smith, Managing Partner
Drew Smith, Managing Partner
Total Fire & Safety, Inc.
Peggy Damesworth, Owner
Robert Fox, Vice President