PILLAR: Fiscally Sound
AGENDA DATE: November 10, 2026
COUNCIL DISTRICT(S): Citywide
DEPARTMENT: Office of Procurement Services
PRIORITY: N/A
______________________________________________________________________
SUBJECT
Title
Authorize a three-year service price agreement for the period November 10, 2026 through November 9, 2029 in the estimated amount of $2,281,605.00, with two one-year renewal options in the estimated amount of $463,060.00, as detailed in the Fiscal Information for comprehensive weighing systems maintenance and calibration services for citywide use - Nicol Scales, L.P. dba Nicol Scales & Measurement, only proposer - Total estimated amount of $2,744,665.00 - Financing: General Fund ($41,170.50), Sanitation Operation Fund ($2,642,561.00), Dallas Water Utilities Fund ($47,210.00), and Confiscated Monies-State Fund ($13,723.50) (subject to annual appropriations)
*In alignment with Solid Waste Management Plan.
Body
BACKGROUND
This action does not authorize or encumber funding. The service price agreement establishes pre-negotiated pricing and contract terms for a specified period of time. Actual expenditures will occur only when services are requested and are supported by available departmental appropriations. The estimated amount represents the maximum anticipated value based on all potential usage scenarios during the contract term and is provided for planning purposes only. Actual expenditures may vary significantly and will be driven by operational needs. For reference, the City's average annual expenditure for these services over the past three years has been approximately $76,500.00 per year.
This service price agreement will provide for comprehensive weighing systems maintenance and calibration services for citywide use. Services will include preventive maintenance, troubleshooting, and related support to ensure the accuracy, reliability, and continued operation of weighing equipment in accordance with applicable industry standards. Accurate and reliable weighing systems are essential to various City operations, including waste management, customer billing, public safety, and other municipal functions that depend on precise weight measurements. Regular maintenance and calibration help prevent equipment failures, minimize operational disruptions, and ensure accurate measurements for operational and billing purposes. Additionally, this agreement will provide for the purchase and installation of new weighing equipment on an as-needed basis to replace aging or malfunctioning scales, expand operational capabilities, and support evolving departmental needs.
A six-member committee from the following departments reviewed and evaluated the qualifications:
• Dallas Police Department (1)
• Dallas Water Utilities Department (1)
• Department of Dallas Animal Services (1)
• Department of Sanitation Services (2)
• Office of Procurement Services (1)*
*The Office of Procurement Services evaluated cost, local preference, and the Developing Regional and Inclusive Vendor Enterprises (DRIVE) Policy, if applicable.
The committee selected the successful respondents on the basis of demonstrated competence and qualifications under the following criteria:
• Cost 30 points
• DRIVE Policy 20 points
• Experience and qualifications 20 points
• Project approach 15 points
• Mobilization 10 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 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 $23.06; the selected vendor meets this requirement.
PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS)
On September 13, 2023, the City Council authorized a three-year service price agreement for scale repair and maintenance for weigh stations for the Department of Sanitation Services with Nicol Scales L.P. dba Nicol Scales & Measurement by Resolution No. 23-1237.
FISCAL INFORMATION
|
Fund |
FY 2027 |
FY 2028 |
Future Years |
|
General Fund |
$ 10,063.50 |
$ 10,063.50 |
$ 21,043.50 |
|
Sanitation Operation Fund |
$175,000.00 |
$175,000.00 |
$2,292,561.00 |
|
Dallas Water Utilities Fund |
$ 15,684.00 |
$ 15,684.00 |
$ 15,842.00 |
|
Confiscated Monies-State Fund |
$ 4,574.50 |
$ 4,574.50 |
$ 4,574.50 |
|
Total |
$205,322.00 |
$205,322.00 |
$2,334,021.00 |
Initial Term: $2,281,605.00
Renewal Option Year 1: $ 228,365.00
Renewal Option Year 2: $ 234,695.00
Total: $2,744,665.00
BUSINESS PARTICIPATION
|
Prime Contractor Information |
|
Prime Certification |
None |
|
Headquarters |
City of Dallas |
|
Prime Workforce Residing in Dallas |
16.67% |
|
SBE Utilization |
|
DRIVE SBE Participation Goal |
5.52% |
|
Total SBE Commitment |
0.00% |
|
Economic Impact |
|
City of Dallas Spend |
$2,744,665.00 (100.00%) |
|
DFW MSA Spend |
$0.00 (0.00%) |
|
Non-Local Spend |
$0.00 (0.00%) |
|
The proposed contract does not meet the SBE goal and retains 100.00% of total spend within the Dallas-Fort Worth-Arlington MSA. Although the prime did not commit sufficient SBE participation to meet the goal, BEH determined they demonstrated a documented Good Faith Effort (GFE) consistent with the DRIVE policy. |
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 proposal from solicitation number BYZ26-00029777. We opened it on May 1, 2026. We recommend the City Council award this service price agreement in its entirety to the only proposer.
Proposer Address Score
Nicol Scales, L.P. dba Nicol 7239 Envoy Court 75.60
Scales & Measurement Dallas, TX 75247
Note: The Office of Procurement Services conducted a single proposal review and found no exceptions.
OWNER/EXECUTIVE
Nicol Scales, L.P. dba Nicol Scales & Measurement
Ted Tobolka, Chief Executive Officer