STRATEGIC PRIORITY: Government Performance and Financial Management
AGENDA DATE: September 23, 2020
COUNCIL DISTRICT(S): All
DEPARTMENT: Office of Procurement Services
EXECUTIVE: Elizabeth Reich
______________________________________________________________________
SUBJECT
Title
Authorize a five-year service price agreement for the maintenance of gymnasium floors for the Park & Recreation Department - Ponder Company, Inc. in the estimated amount of $481,800 and Aegis USA Company in the estimated amount of $139,500, lowest responsible bidders of two - Total estimated amount of $621,300 - Financing: General Fund
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 the complete resurfacing, annual maintenance, and repair of gymnasium floors at 43 recreation center locations throughout the City. This service will ensure that recreation center gym floors provide a safe playing environment for all athletes intending to utilize the space by minimizing injuries caused by damaged flooring. All work shall comply with the Environmental Protection Agency, Volatile Organic Compound emission standards, and Maple Flooring Manufacturer Association standards. Gym floor resurfacing and repairs will occur on an as needed basis while the contractor will perform maintenance services on a pre-determined frequency established by the Park & Recreation Department. Scope of services will include, but are not limited to, gym floor stripping, refinishing, sanding, sealing, and resurfacing.
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. Additionally, in an effort to secure more competition, the Office of Business Diversity sent notifications to chambers of commerce and advocacy groups to ensure maximum vendor outreach.
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 current calculated living wage during the solicitation process of this contract is $11.71; the selected vendor meets this requirement.
PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS)
On November 10, 2015, City Council authorized a two-year service contract for the maintenance and repair of gymnasium floors at thirty-four recreation centers with Jellison, Inc. dba Jelco by Resolution No. 15-2048.
On September 3, 2020, the Park and Recreation Board authorized a five-year service price agreement for the maintenance of gymnasium floors with Ponder Company, Inc. and Aegis USA Company.
FISCAL INFORMATION
|
Fund |
FY 2021 |
FY 2022 |
Future Years |
|
General Fund |
$67,000.00 |
$150,000.00 |
$404,300.00 |
M/WBE INFORMATION
In accordance with the City’s Business Inclusion and Development Plan adopted on October 22, 2008, by Resolution No. 08-2826, as amended, the M/WBE participation on this contract is as follows:
|
Contract Amount |
Category |
M/WBE Goal |
M/WBE % |
M/WBE $ |
|
$621,300.00 |
Other Services |
23.80% |
0.00% |
$0.00 |
|
• This contract does not meet the M/WBE goal, but complies with good faith efforts. |
|
• Ponder Company, Inc. - Local; Workforce - 41.18% Local |
|
• Aegis USA Company - Local; Workforce - 80.00% Local |
PROCUREMENT INFORMATION
Method of Evaluation 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 BY20-00012642. We opened them on February 28, 2020. We recommend the City Council award this service price agreement in its entirety to the lowest responsive and responsible bidders.
*Denotes successful bidders
Bidders Address Amount
*Ponder Company, Inc. 6825 Levelland Rd. #3B $481,800.00
Dallas, TX 75252
*Aegis USA Company 14785 Preston Rd. $139,500.00
Dallas, TX 75254
OWNERS
Ponder Company, Inc.
Abby Mitchell, Chief Financial Officer
Aegis USA Company
Michael Gaines, Chief Operating Officer