STRATEGIC PRIORITY: Government Performance & Financial Management
AGENDA DATE: June 28, 2023
COUNCIL DISTRICT(S): All
DEPARTMENT: Office of Procurement Services
EXECUTIVE: Jack Ireland
______________________________________________________________________
SUBJECT
Title
Authorize a three-year service price agreement for supervisory control and data acquisition system parts, repair, replacement parts, software support, and programming of the City’s automated local evaluation in real time system and parts, repair, replacement parts, software support and server upgrades of the City’s water treatment plants, water pumping and distribution, water collection, and wastewater treatment plants for the Water Utilities Department - Prime Controls, LP, most advantageous proposer of two - Estimated amount of $7,484,335 - Financing: Dallas Water Utilities Fund (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 supervisory control and data acquisition (SCADA) system parts, repair, replacement parts, software support, and programming of the City’s automated local evaluation in real time system and parts, repair, replacement parts, software support and server upgrades of the City’s water treatment plants, water pumping and distribution, water collection, and wastewater treatment plants for the Water Utilities Department.
The Water Utilities Department provides water and wastewater services to a service area of approximately 700 square miles and approximately 2.6 million customers in the North Texas region. These systems are comprised of three treatment plants for water production and two wastewater treatment plants, water distribution pump stations, and wastewater lift stations throughout the service area. The associated infrastructure is monitored and operated through SCADA to provide services to customers and alert staff of necessary system maintenance and necessary response actions.
This includes but not limited to software updates, technical and customer support to ensure compliance with state and federal requirements for critical facilities and infrastructure.
A five-member committee from the following departments reviewed and evaluated the qualifications:
• Department of Information and Technology Services (1).
• Department of Transportation (1).
• Water Utilities Department (2)
• Office of Procurement Services (1)*
*The Office of Procurement Services evaluated cost and local preference, if applicable.
The committee selected the successful respondent on the basis of demonstrated competence and qualifications under the following criteria:
• Experience 35 points
• Approach 30 points
• Cost 30 points
• Local Preference 5 points
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 October 8, 2019, the City Council authorized a three-year service contract with (1) Prime Controls, LP for maintenance and support for the supervisory control and data acquisition systems at five water and wastewater treatment plants for the Water Utilities Department, (2) HydroLynx Systems, Inc. for parts and repair of hardware for the automated local evaluation in real time system for monitoring of flood incidents for the Water Utilities Department; (3) Tri Lynx Systems, LLC for the operating system software maintenance and support of the automated local evaluation in real time system for monitoring of flood incidents for the Water Utilities Department and (4) HSQ Technology for maintenance and support of the supervisory control and data acquisition stormwater systems for the Water Utilities Department by Resolution No. 19-1594.
On April 12, 2022, the City Council authorize Supplemental Agreement No. 1 to extend the service contract with (1) Prime Controls, LP for maintenance and support for the supervisory control and data acquisition systems at five water and wastewater treatment plants for the Water Utilities Department; (2) Hydrolynx Systems, lnc. for parts and repair of hardware for the automated local evaluation in real time system for monitoring of flood incidents for the Water Utilities Department; (3) Trilynx Systems, LLC for the operating system software maintenance and support of the automated local evaluation in real time system for monitoring of flood incidents for the Water Utilities Department; and (4) HSQ Technology for maintenance and support of the supervisory control and data acquisition stormwater systems for the Water Utilities Department, from April 7, 2023 through October 6, 2023, by Resolution No. 23-0486.
FISCAL INFORMATION
|
Fund |
FY 2023 |
FY 2024 |
Future Years |
|
Dallas Water Utilities Fund |
$1,219,260.00 |
$2,494,774.00 |
$3,770,301.00 |
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 |
|
$7,484,335.00 |
Other Services |
N/A |
|
M/WBE Subcontracting % |
M/WBE Overall % |
M/WBE Overall Participation $ |
|
N/A |
N/A |
N/A |
|
• This item is Other Services which does not have an availability and disparity participation goal. |
|
• Prime Controls, LP - Non-local; Workforce - 7.95% Local |
PROCUREMENT INFORMATION
Method of Evaluation for Award Type:
|
Request for Competitive |
• Utilized for high technology procurements, insurance procurements, and other goods and services |
|
Sealed Proposal |
• Recommended offeror whose proposal is most advantageous to the City, considering the relative importance of price, and other evaluation factors stated in the specifications |
|
|
• Always involves a team evaluation |
|
|
• Allows for negotiation on contract terms, including price |
The Office of Procurement Services received the following proposals from solicitation number BVZ23-00020760. We opened them on December 23, 2022. We recommend the City Council award this service price agreement in its entirety to the most advantageous proposer.
*Denotes successful proposer
Proposers Address Score
*Prime Controls, LP 1725 Lakepointe Dr. 74.74
Lewisville, TX 75057
QDS Systems 11833 Industriplex Blvd. 70.75
Baton Rouge, LA 70809
OWNER
Prime Controls, LP
Jace McNiel, President