PILLAR: Core
AGENDA DATE: October 8, 2025
COUNCIL DISTRICT(S): Citywide
DEPARTMENT: Office of Procurement Services
PRIORITY: N/A
______________________________________________________________________
SUBJECT
Title
Authorize a five-year service price agreement for vehicle and equipment appraisal services for the Department of Equipment and Fleet Management - Choice Solutions Services, Inc., lowest responsible bidder of two - Estimated amount of $623,500.00 - Financing: General Fund (subject to annual appropriations)
*In alignment with CECAP.
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 vehicle and equipment appraisal services for the Department of Equipment and Fleet Management. This agreement will provide a certified insurance appraiser to evaluate vehicles that have experienced body damage and to determine the necessary parts, labor, and cost for repairs. The appraiser's responsibilities will include:
• Examining damaged vehicles to determine the extent of possible repairs
• Providing detailed estimates of repairs within 24 hours of notification
• Providing the value of the vehicle to determine if there is a total loss
• Assessing supplemental charges by the repair facility
• Providing digital photos to document and identify the vehicle
• Inspecting the vehicle to ensure the required repairs were completed properly
• Serving as an expert to provide testimony in trial as needed
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 $22.05; the selected vendor meets this requirement.
PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS)
On January 23, 2019, the City Council authorized a three-year service price agreement for vehicle and equipment collision appraisal services with Choice TPA, LLC by Resolution No. 19-0189.
FISCAL INFORMATION
|
Fund |
FY 2026 |
FY 2027 |
Future Years |
|
General Fund |
$114,308.37 |
$124,700.04 |
$384,491.59 |
LOCAL PARTICIPATION
|
Prime |
Status |
Workforce % |
|
Choice Solutions Services, Inc. |
Local |
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 BE25-00027630. We opened them on June 13, 2025. We recommend the City Council award this service price agreement in its entirety to the lowest responsive and responsible bidder.
*Denotes successful bidder
Bidders Address Amount
*Choice Solutions 8144 Walnut Hill Lane $ 623,500.00
Services, Inc. Suite 1490
Dallas, TX 75231
Click Appraisal 1027 Sherman Drive $1,175,000.00
Service, LLC Cedar Hill, TX 75104
OWNER/EXECUTIVE
Choice Solutions Services, Inc.
JT Pouland, Chief Executive Officer