STRATEGIC PRIORITY: Government Performance & Financial Management
AGENDA DATE: August 14, 2024
COUNCIL DISTRICT(S): All
DEPARTMENT: Office of Procurement Services
EXECUTIVE: Donzell Gipson
______________________________________________________________________
SUBJECT
Title
Authorize a four-year service contract for Citywide Central Services Cost Allocation Plan and Departmental Indirect Cost Rate for Budget and Management Services - Matrix Consulting Group, Ltd., most advantageous proposer of four - Not to exceed $122,000.00 - Financing: General Fund (subject to annual appropriations)
Body
BACKGROUND
This action does not encumber funds; the purpose of a service contract is to establish firm pricing for services and goods, for a specific term, which are ordered on an as needed basis.
This service contract will provide for the Citywide Central Services Cost Allocation Plan and the Departmental Indirect Cost Rate for Budget and Management Services. These services are prepared by the beginning of March of each year to be ready for submission to the U.S. Department of Housing & Urban Development by March 31, annually. Allocated costs are based on the audited financial information found in the City’s Comprehensive Annual Financial Report. The Indirect Cost Rate is prepared for departments to recover citywide overhead from grants, if they are an allowable cost under the grant agreement. The Full-Cost Central Services Cost Allocation Plan is prepared to determine indirect cost charges to the City’s enterprise, internal service, and other funds.
A five-member committee from the following departments reviewed and evaluated the qualifications:
• Budget and Management Services (2)
• City Controller’s Office (1)
• Small Business Center Department (1)
• Office of Procurement Services (1)
The Office of Procurement Services evaluated cost and local preference, the Small Business Center Department evaluated business inclusion and development.
The committee selected the successful respondent on the basis of demonstrated competence and qualifications under the following criteria:
• Cost 30 points
• Experience 25 points
• Approach 25 points
• Business Inclusion and Development 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 October 13, 2020, the City Council authorized a four-year service contract for Citywide Central Services Cost Allocation Plan and Departmental Indirect Cost Rate for the Office of Budget and Management Services with Matrix Consulting Group, Ltd. by Resolution No. 20-1556.
FISCAL INFORMATION
|
Fund |
FY 2024 |
FY 2025 |
Future Years |
|
General Fund |
$0.00 |
$29,000.00 |
$93,000.00 |
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 |
|
$122,000.00 |
Other Services |
23.00% |
|
M/WBE Subcontracting % |
M/WBE Overall % |
M/WBE Overall Participation $ |
|
38.00% |
38.00% |
$46,360.00 |
|
• This contract exceeds the M/WBE subcontracting goal. |
|
• Matrix Consulting Group, Ltd. - 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 BMZ24-00024141. We opened them on February 22, 2024. We recommend the City Council award this service contract in its entirety to the most advantageous proposer.
*Denotes successful proposer
Proposers Address Score
*Matrix Consulting Group, Ltd. 1650 S. Amphlett Blvd. 78.83
Suite. 213
San Mateo, CA 94402
Cherry Bekaert LLP 221 West Sixth St. 69.66
Suite 1900
Austin, TX 78701
MGT of America Consulting, LLC 4320 West Kennedy Blvd. 62.86
Suite 200
Tampa, FL 33609
Maximus US Services, Inc. 1600 Tysons Blvd. 62.33
Suite 1400
McLean, VA 22102
OWNER
Matrix Consulting Group, Ltd.
Richard Brady, President