STRATEGIC PRIORITY: Government Performance & Financial Management
AGENDA DATE: May 22, 2024
COUNCIL DISTRICT(S): All
DEPARTMENT: Office of Procurement Services
EXECUTIVE: Donzell Gipson
______________________________________________________________________
SUBJECT
Title
Authorize a three-year service price agreement for repairs, maintenance, and inspections for the railroad spur track system for the Water Utilities Department - Lone Star Railroad Contractors, Inc. in the estimated amount of $484,651.10 and Coastline Rail Engineering, LLC in the estimated amount of $44,985.60, most advantageous proposers of three - Total estimated amount of $529,636.70 - 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 repairs, maintenance, and inspections for the railroad spur track system for the Water Utilities Department. The Water Utilities Department receives essential bulk chemicals by railroad car that are used in the treatment and purification of water. Maintaining the railroad track infrastructure is essential to meeting safety standards and enables railroad cars to safely enter the Water Utilities Department properties. Coastline Rail Engineering will perform railroad track inspections and Lone Star Railroad Contractors, Inc. will provide maintenance and repair services.
The City has four Water Utilities Department properties that contain approximately 13,000 feet of existing railroad tracks which will be maintained through this agreement:
• Bachman Water Purification Plant
• Central Wastewater Treatment Plant
• Eastside Water Purification Plant
• Elm Fork Water Purification Plant
A five-member committee from the following departments reviewed and evaluated the qualifications:
• Department of Equipment and Fleet Management (1)
• Department of Transportation (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 respondents on the basis of demonstrated competence and qualifications under the following criteria:
• Cost and timeframe 30 points
• Approach 25 points
• Experience 25 points
• Business Inclusion and Development Plan 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)
On January 13, 2021, the City Council authorized a three-year service price agreement for railroad spur track inspections, maintenance, and repair services for the Water Utilities Department with Lone Star Railroad Contractors, Inc. and Coastline Rail Engineering, LLC by Resolution No. 21-0145.
FISCAL INFORMATION
|
Fund |
FY 2024 |
FY 2025 |
Future Years |
|
Dallas Water Utilities Fund |
$176,544.00 |
$176,544.00 |
$176,548.70 |
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 |
|
$529,636.70 |
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 and no availability and disparity in the market. |
|
• Coastline Rail Engineering, LLC - Non-local; Workforce - 0.00% Local; Lone Star Railroad Contractors, Inc. - Non-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 BTZ23-00022298. We opened them on July 14, 2023. We recommend the City Council award this service price agreement to the most advantageous proposers.
*Denotes successful proposers
Proposers Address Score
*Coastline Rail Engineering, 650 North Sam Houston Pkwy. E. 73.33
LLC Suite 541
Houston, TX 77060
*Lone Star Railroad 4201 South I-45 68.67
Contractors, Inc. Ennis, TX 75119
RailWorks Track Systems, 2591 Northeast 28th St. 35.13
LLC. Fort Worth, TX 76111
OWNERS
Lone Star Railroad Contractors, Inc.
Josh Newman, President
Coastline Rail Engineering, LLC
Dr. Nick Coleman, P.E., Principal