STRATEGIC PRIORITY: Government Performance & Financial Management
AGENDA DATE: October 26, 2022
COUNCIL DISTRICT(S): 2
DEPARTMENT: Office of Procurement Services
EXECUTIVE: Jack Ireland
______________________________________________________________________
SUBJECT
Title
Authorize a five-year service price agreement for the design, engineering, installation, system implementation, maintenance, support, and parts for a new audible paging system at Dallas Love Field Airport for the Department of Aviation - Ford Audio Video Systems, LLC, most advantageous proposer of three - Not to exceed $907,798.82 - Financing: Aviation 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.
This service price agreement will provide for the design, engineering, installation, system implementation, maintenance, support, and parts for anew audible paging system. The system provides audible paging capabilities and background music to airport customers and staff in the daily operations of the airport.
In addition to an initial site inspection, maintenance includes annual inspection of all existing audible paging system hardware and software components. This also includes test and re-benchmarking of system settings, and preventive maintenance of all audible paging system equipment. This service price agreement also provides upgrades to current releases of software and assistance with the installation of recommended updated; assisting City personnel with problem resolution and use of existing and new hardware and software; and training of City personnel in the use of current and future audible paging system hardware and software.
A five-member committee from the following departments reviewed and evaluated the qualifications:
• Department of Aviation (2)
• Department of Information and Technology Services (2)
• Office of Procurement Services (1)*
*The Office of Procurement Services evaluated cost and local preference, if applicable.
The committee selected the successful Choose an item. on the basis of demonstrated competence and qualifications under the following criteria:
• Approach 35 points
• Cost 30 points
• Qualifications 30 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 current calculated living wage during the solicitation process of this contract is $15.21; the selected vendor meets this requirement.
PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS)
This item has no prior action.
FISCAL INFORMATION
|
Fund |
FY 2023 |
FY 2024 |
Future Years |
|
Aviation Fund |
$181,559.76 |
$181,559.76 |
$544,679.30 |
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 |
|
$907,798.82 |
Other Services |
N/A |
|
M/WBE Subcontracting % |
M/WBE Overall % |
M/WBE Overall Participation $ |
|
N/A |
100.00% |
$907,798.82 |
|
• The Business Inclusion and Development Policy does not apply to Other Service contracts, however the prime contractor is a certified M/WBE. |
|
• Ford Audio Video Systems, LLC - 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 BI22-00018963. We opened them on May 27, 2022. We recommend the City Council award this service price agreement in its entirety to the most advantageous proposer.
*Denotes successful proposer
Proposers Address Score
*Ford Audio Video Systems, LLC 40 Service Rd. 95.00
Oklahoma City, OK 73128
Communication Concepts 4216 Hahn Blvd. 82.84
Fort Worth, TX 76117
Real Network Services, Inc. 5529 Redfield St. 79.90
Dallas, TX 75235
OWNER
Ford Audio Video Systems, LLC
Claire Ford, Chief Executive Officer