STRATEGIC PRIORITY: Government Performance and Financial Management
AGENDA DATE: February 26, 2025
COUNCIL DISTRICT(S): All
DEPARTMENT: Office of Procurement Services
EXECUTIVE: Donzell Gipson
______________________________________________________________________
SUBJECT
Title
Authorize a one-year service contract, with two one-year renewal options, for maintenance and repair of solar power equipment for the Department of Facilities and Real Estate Management - Axium Solar, Inc., most advantageous proposer of four - Not to exceed $536,965.00 - Financing: Capital Construction Fund (subject to annual appropriations)
Body
BACKGROUND
This action does not encumber funds; the purpose of a service contract is to establish firm pricing for services, for a specific term, which are ordered on an as needed basis.
This service contract will provide for maintenance and repair of solar power equipment for Department of Facilities and Real Estate Management. Currently the City has 11 active solar systems installed on City-owned facilities. This agreement will provide annual preventive maintenance and corrective maintenances to existing and future solar systems. Solar operations and maintenance (O&M) are crucial in ensuring the long-term sustainability and optimal performance of solar energy systems. This agreement will also ensure the reliable and efficient operation of solar installations by maximizing energy generation and minimizing downtime. Effective O&M practices contribute to the longevity of the system by reducing the need for premature replacement while lowering environmental impact. Proper maintenance also protects site personnel and the surrounding environment.
A six-member committee from the following departments reviewed and evaluated the qualifications:
• Department of Facilities and Real Estate Management (2)
• Office of Environmental Quality & Sustainability (1)
• Park & Recreation Department (1)
• Office of Procurement Services (2)*
*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:
• Cost 35 points
• Experience 25 points
• Approach 20 points
• Business Inclusion and Development Policy 15 points
• Local Preference Program 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 $18.24; the selected vendor meets this requirement.
PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS)
This item has no prior action.
FISCAL INFORMATION
|
Fund |
FY 2025 |
FY 2026 |
Future Years |
|
Capital Construction Fund |
$178,988.33 |
$178,988.33 |
$178,988.34 |
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 |
|
$536,965.00 |
Other Services |
N/A |
|
M/WBE Subcontracting % |
M/WBE Overall % |
M/WBE Overall Participation $ |
|
37.97% |
37.97% |
$203,866.56 |
|
• The Business inclusion and Development Policy does not apply to Other Service contracts, however the prime contractor is subcontracting with certified M/WBEs. |
|
• Axium Solar, Inc. - Local; Workforce - 0.00% 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 BMZ24-00023800. We opened them on July 19, 2024. We recommend the City Council award this service contract in its entirety to the most advantageous proposer.
*Denotes successful proposer
Proposers Address Score
*Axium Solar, Inc. 3499 FM 1461 84.74
McKinney, TX 75071
Sunbox Pros, LLC 2451 West Grapevine Mills Cr. 70.25
Suite 1020
Grapevine, TX 76051
Diversified Wiring 2414 Arbuckle Ct. 62.13
Solutions LLC Dallas, TX 75229
Kosmos Solar 1320 Post North Paddock Rd. Non-responsive
Suite 500
Grand Prairie, TX 75050
OWNER/EXECUTIVE
Axium Solar, Inc.
Yvonne Kendrick, President