STRATEGIC PRIORITY: Government Performance and Financial Management
AGENDA DATE: September 11, 2019
COUNCIL DISTRICT(S): All
DEPARTMENT: Office of Procurement Services
EXECUTIVE: Elizabeth Reich
______________________________________________________________________
SUBJECT
Title
Authorize a three-year master agreement for bagged ice with storage containers - Emergency Ice, Inc., lowest responsible bidder of two - Estimated amount of $264,194 - Financing: General Fund ($63,714), Sanitation Operation ($130,200), Water and Sewer Revenue Fund ($64,470), Stormwater Drainage Management Fund ($4,760), and General Services Fund ($1,050)
Body
BACKGROUND
This action does not encumber funds; the purpose of a master agreement is to establish firm pricing for goods, 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. We anticipate the following City departments will use this agreement:
• Building Services Department
• Department of Dallas Animal Services
• Department of Code Compliance
• Department of Public Works
• Department of Sanitation Services
• Equipment and Fleet Management
• Fire-Rescue Department
• Office of Environmental Quality & Sustainability
• Park & Recreation Department
• Water Utilities
This master agreement will provide bagged ice with storage containers. Ice is an important product for field operation staff as they perform activities in an outdoor environment where temperatures can become extreme. City field staff carry water and/or beverages in their vehicles to sustain hydration and keep beverages available in the event remote working locations do not have accessible water. Furthermore, the ice storage containers will be strategically located at facilities that use ice on a consistent basis. These facilities have staff whose core responsibilities include outdoor general field operations, maintenance and construction.
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. Additionally, in an effort to secure more competition, the Office of Business Diversity sent notifications to chambers of commerce and advocacy groups to ensure maximum vendor outreach.
PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS)
On April 12, 2017, City Council authorized a three-year service contract for bagged ice with storage containers with Emergency Ice, Inc. by Resolution No. 17-0565.
FISCAL INFORMATION
General Fund - $63,714.00 (Estimated amount)
Sanitation Operation - $130,200.00 (Estimated amount)
Water & Sewer Revenue Fund - $64,470.00 (Estimated amount)
Stormwater Drainage Management Fund - $4,760.00 (Estimated amount)
General Services Fund - $1,050.00 (Estimated amount)
|
Fund |
FY 2018-19 |
FY 2019-20 |
FY 2020-21 |
FY 2021-22 |
Total |
|
General Fund |
$ 63.00 |
$ 19,437.99 |
$ 20,737.99 |
$23,475.02 |
$ 63,714.00 |
|
Sanitation Operation |
$5,000.00 |
$ 60,000.00 |
$ 60,000.00 |
$ 5,200.00 |
$130,200.00 |
|
Water & Sewer Revenue Fund |
$ 0.00 |
$ 21,490.02 |
$ 21,490.02 |
$21,489.96 |
$ 64,470.00 |
|
Stormwater Drainage Management Fund |
$ 0.00 |
$ 1,586.68 |
$ 1,586.66 |
$ 1,586.66 |
$ 4,760.00 |
|
General Services |
$ 0.00 |
$ 350.00 |
$ 350.00 |
$ 350.00 |
$ 1,050.00 |
|
Total |
$5,063.00 |
$105,014.69 |
$105,014.67 |
$50,151.64 |
$264,194.00 |
M/WBE INFORMATION
In accordance with the City’s Business Inclusion and Development Plan adopted on October 22, 2008, by Resolution No. 08-2826, as amended, the M/WBE participation on this contract is as follows:
|
Contract Amount |
Category |
M/WBE Goal |
M/WBE % |
M/WBE $ |
|
$264,194.00 |
Goods |
18.00% |
28.39% |
$75,000.00 |
|
• This contract exceeds the M/WBE goal. |
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 BC19-000010542. We opened them on May 30, 2019. We recommend the City Council award this master agreement in its entirety to the lowest responsible bidder.
*Denotes successful bidder
Bidders Address Amount
*Emergency Ice, Inc. 8700 Diplomacy Row $264,194.00
Dallas, TX 75247
Reddy Ice, Inc. 4320 Duncanville Road $358,940.80
Dallas, TX 75236
OWNER
Emergency Ice, Inc.
Earl Toler, President
Paul Toler, Vice President
Donna Toler, Secretary
Donnell Toler, Treasurer