STRATEGIC PRIORITY: Government Performance & Financial Management
AGENDA DATE: November 8, 2023
COUNCIL DISTRICT(S): All
DEPARTMENT: Office of Procurement Services
EXECUTIVE: Jack Ireland
______________________________________________________________________
SUBJECT
Title
Authorize a six-year service price agreement for preventative maintenance, repair, basic repair training and system monitoring services for the outdoor warning sirens system for the Office of Emergency Management - West Shore Services, Inc. in the estimated amount of $444,742, and Mass Notification Services, Inc. in the estimated amount of $384,000 lowest responsible bidders of two - Total estimated amount of $828,742 - Financing: General 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.
The Office of Emergency Management (OEM) maintains and operates an outdoor warning system that consists of 178 sirens citywide as well as 3 control points. This contract will allow OEM to maintain its current outdoor warning system in a state of readiness by having the mechanism in place to authorize repairs to the system. As the outdoor warning system ages, repairs are becoming more and more necessary. Additionally, this contract will allow OEM to update radios in all 178 sirens to meet P25 digital standards and sunset the Legacy radios that are currently in the radios. The contract will also allow future consideration to train city personnel on the simple troubleshooting and basic repairs to the system.
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 $18.72; the selected vendor meets this requirement.
PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS)
This item has no prior action.
The Public Safety Committee was briefed by memorandum regarding this matter on October 10, 2023. <https://cityofdallas.legistar.com/View.ashx?M=F&ID=12353785&GUID=687A0DB8-0AAE-4E4A-8CC8-7A480C6F9B49>
The City Council was briefed by memorandum regarding this matter on November 3, 2023. <https://dallascityhall.com/government/citymanager/Documents/FY23-24%20Memos/PS%20Memo_11032023.pdf>
FISCAL INFORMATION
|
Fund |
FY 2024 |
FY 2025 |
Future Years |
|
General Fund |
$138,123.67 |
$138,123.67 |
$552,494.66 |
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 |
|
$828,742.00 |
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. |
|
• Mass Notification Services, Inc. - Non-local; Workforce - 0.00% Local • West Shore Services, Inc. - Non-local; Workforce - 0.00% |
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 BW23-00021775. We opened them on April 21, 2023. We recommend the City Council award this service price agreement to the lowest responsive and responsible bidders by lines. Information related to this solicitation is available upon request.
*Denotes successful bidder
Bidders Address Amount
*Mass Notification 1819 Peters Rd. Ste. 11 Multiple Lines
Services, Inc. Irving, TX 75061
*West Shore Services, Inc. 6620 Lake Michigan Dr. Multiple Lines
Allendale, MI 49401
OWNERS
Mass Notification Services, Inc.
Dale Moeller, Owner
West Shore Services, Inc.
Jeffrey J. Dupilka, President