STRATEGIC PRIORITY: Government Performance and Financial Management
AGENDA DATE: February 26, 2025
COUNCIL DISTRICT(S): All
DEPARTMENT: Office of Procurement Services
EXECUTIVE: Donzell Gipson
______________________________________________________________________
SUBJECT
Title
Authorize a three-year service price agreement for laboratory instruments preventative maintenance services for the Dallas Water Utilities Department - HACH Company, lowest responsible bidder of two - Estimated amount of $111,198.00 - 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 laboratory instruments preventive maintenance services for the Dallas Water Utilities Department (DWU). This service agreement allows for the proper and timely calibration, maintenance, and repairs of DWU laboratory instruments. Routine maintenance of the instruments safeguards DWU’s ability to perform accurate analysis and comply with the standards for our National Laboratory Accreditation Program Certification.
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 September 9, 2021, the City Council authorized a three-year service price agreement for laboratory instruments preventive maintenance services for the Water Utilities Department with Brinkmann Instruments, Inc. dba Metrohm USA, Inc., Thermo Electron North America LLC, Agilent Technologies, Inc., and Biotage LLC by Resolution No. 21-1469.
FISCAL INFORMATION
|
Fund |
FY 2025 |
FY 2026 |
Future Years |
|
Dallas Water Utilities Fund |
$37,066.00 |
$37,066.00 |
$37,066.00 |
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 |
|
$111,198.00 |
Other Services |
32.00% N/A |
|
M/WBE Subcontracting % |
M/WBE Overall % |
M/WBE Overall Participation $ |
|
0.00% N/A |
0.00% N/A |
$0.00 N/A |
|
• The Request for Bid method of procurement resulted in the lowest responsive bidders being select, which resulted in no M/WBE. |
|
• HACH Company - Non-local; Workforce - 0.00% 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 BK24-00025727. We opened them on September 20, 2024. 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
*HACH Company 5600 Lindbergh Drive $111,198.00
Loveland, CO 80538
PerkinElmer U.S. LLC 710 Bridgeport Avenue *Non-responsive
Shelton, CT 06484
OWNER/EXECUTIVE
HACH Company
Tom Bolling, President