STRATEGIC PRIORITY: Government Performance & Financial Management
AGENDA DATE: May 8, 2024
COUNCIL DISTRICT(S): All
DEPARTMENT: Office of Procurement Services
EXECUTIVE: Jack Ireland
______________________________________________________________________
SUBJECT
Title
Authorize a five-year service price agreement for maintenance and repair of existing security and access control systems for citywide use - Schneider Electric Building Americas, Inc., most advantageous proposer of two - Estimated amount $6,457,288.00 - Financing: General Fund ($1,165,549.75), Security Fee Fund ($2,949,015.17), Dallas Water Utilities Fund ($2,291,001.55), Stormwater Drainage Management Fund ($36,396.00), and Capital Construction Fund ($15,325.53) (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 and goods, 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 maintenance and repair of existing security and access control systems for citywide use within city facilities. The maintenance and repair services shall include:
• Video recording servers
• Door access controllers and badge readers
• Intercom systems
• Closed circuit television cameras
• Network switches, uninterruptable power supply and software
• Cables and wiring connecting components
The service price agreement will also provide for maintenance and repair of existing security and access control systems at various city owned facilities to include:
• City Hall
• Various sites overseen by Dallas Marshal’s Office
• Various pump stations
• Water and wastewater plant operations buildings overseen by Waters Utilities Department
A six-member committee from the following departments reviewed and evaluated the qualifications:
• Dallas Marshal’s Office (1)
• Department of Sanitation Services (1)
• Park & Recreation Department (1)
• Small Business Center Department (1)
• Water Utilities Department (1)
• 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 25 points
• Approach 25 points
• Cost 30 points
• Business Inclusion and Development Policy 15 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 notification 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 Institutes of Technology Living Wage Calculator for Dallas County by Resolution No. 15-214. 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)
On January 10, 2018, the City Council authorized a three-year service contract, with two one-year renewal options, for maintenance and repair of existing security and access control systems for the Water Utilities Department and the Department of Equipment and Building Services with Schneider Electric Buildings Americas, Inc. by Resolution No. 18-0087.
On January 13, 2021, the City Council authorized Supplemental Agreement No. 1 to exercise the first of two one-year renewal options, to the service contract with Schneider Electric Buildings Americas, Inc. for maintenance and repair of security apparatus by Resolution No. 21-0148.
FISCAL INFORMATION
|
Fund |
FY 2024 |
FY 2025 |
Future Years |
|
General Fund |
$ 229,000.00 |
$ 237,000.00 |
$ 699,549.75 |
|
Security Fee Fund |
$ 589,803.00 |
$ 589,803.00 |
$1,769,409.17 |
|
Dallas Water Utilities Fund |
$ 369,759.00 |
$ 480,307.00 |
$1,440,935.55 |
|
Stormwater Drainage Management Fund |
$ 7,279.00 |
$ 7,279.00 |
$ 21,838.00 |
|
Capital Construction Fund |
$ 4,325.53 |
$ 5,000.00 |
$ 6,000.00 |
|
Total |
$1,200,166.53 |
$1,319,389.00 |
$3,937,732.47 |
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 |
|
$6,457,288.00 |
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. |
|
• Schneider Electric Building Americas, 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 BHZ24-00022746. We opened them on December 1, 2023. We recommend the City Council award this service price agreement in its entirety to the most advantageous proposer.
*Denotes successful proposer
Proposers Address Score
*Schneider Electric 1650 West Crosby Rd. 83.25
Building Americas, Inc. Carrolton, TX 75006
Communication Concepts 4216 Hahn Blvd. 58.17
Haltom City, TX 76117
OWNER
Schneider Electric Building Americas, Inc.
Dave Rellinger, Vice President