STRATEGIC PRIORITY: Government Performance and Financial Management
AGENDA DATE: December 11, 2024
COUNCIL DISTRICT(S): All
DEPARTMENT: Office of Procurement Services
EXECUTIVE: Donzell Gipson
______________________________________________________________________
SUBJECT
Title
Authorize a three-year service price agreement for condition-based monitoring systems and vibration analysis services for the Dallas Water Utilities Department - Condition Monitoring Analytics, LLC, most advantageous proposer of four - Estimated amount of $919,500.00 - Financing: Dallas Water Utilities Fund ($849,500.00) and Stormwater Drainage Management Fund ($70,000.00) (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 condition-based monitoring systems and vibration analysis services for the Dallas Water Utilities Department (DWU). The agreement provides for services and equipment for vibration monitoring, analyzing, and performance reporting for large pumps and motors utilized by City, DWU pumping division, stormwater drainage management and water/wastewater treatment plants. Advanced vibration monitoring systems are essential for preventive maintenance of large pumps and motors. This service price agreement will provide monitoring, analysis, maintenance, and repairs for vibration monitoring equipment at DWU facilities.
DWU provides water and wastewater services to a service area of approximately 700 square miles and 2.6 million customers in the North Texas region. The condition-based vibration monitoring systems alert staff of necessary system maintenance to avoid major repairs and loss of service.
A six-member committee from the following departments reviewed and evaluated the qualifications:
• Business Enterprise Hub (1)
• Dallas Water Utilities Department (2)
• Department of Equipment and Fleet Management (1)
• Park & Recreation Department (1)
• Office of Procurement Services (1)
The committee selected the successful respondents on the basis of demonstrated competence and qualifications under the following criteria:
• Technical expertise 30 Points
• Capability 30 Points
• Business Inclusion and Development Policy 15 Points
• Quality assurance 10 Points
• Pricing structure 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 $18.24; the selected vendor meets this requirement.
PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS)
This item has no prior action.
FISCAL INFORMATION
|
Fund |
FY 2025 |
FY 2026 |
Future Years |
|
Dallas Water Utilities Fund |
$283,166.00 |
$283,166.00 |
$283,168.00 |
|
Stormwater Drainage Management Fund |
$ 23,333.00 |
$ 23,333.00 |
$ 23,334.00 |
|
Total |
$306,499.00 |
$306,499.00 |
$306,502.00 |
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 |
|
$919,500.00 |
Other Services |
N/A |
|
M/WBE Subcontracting % |
M/WBE Overall % |
M/WBE Overall Participation $ |
|
N/A |
N/A |
N/A |
|
• This contract is Other Services and no availability and disparity in the market. |
|
• Condition Monitoring Analytics, LLC - Non-local; Workforce - 18.18% Local |
PROCUREMENT INFORMATION
Method of Evaluation of 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 BG24-00023903. We opened them on April 12, 2024. We recommend the City Council award this service price agreement in its entirety to the most advantageous proposer.
*Denotes successful proposer
Proposers Address Scores
*Condition Monitoring 3720 Gulf Ct. 61.75
Analytics, LLC Theodore, AL 36582
The Vibration Guys, LLC 6302 West Broadway St. 48.25
Pearland, TX 77584
KCF Technologies, Inc. 336 South Fraser St. 20.00
State College, PA 16801
Anytime Pump 1222 South Cedar Ridge Dr. Non-Responsive
Service Company Duncanville, TX 75137
OWNER/EXECUTIVE
Condition Monitoring Analytics, LLC
Scott Jones, Chief Executive Officer