STRATEGIC PRIORITY: Government Performance & Financial Management
AGENDA DATE: December 13, 2023
COUNCIL DISTRICT(S): All
DEPARTMENT: Office of Procurement Services
EXECUTIVE: Jack Ireland
______________________________________________________________________
SUBJECT
Title
Authorize a three-year service price agreement for the purchase of bagged ice with storage containers for citywide use - Refrigerated Logistics, Inc., only bidder - Estimated amount of $633,735.00 - Financing: General Fund ($114,232.50), Sanitation Operation Fund ($279,000.00), Dallas Water Utilities Fund ($223,956.50), and Stormwater Drainage Management Fund ($16,546.00) (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 the purchase of bagged ice with storage containers for citywide use. 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.
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 $17.82; the selected vendor meets this requirement.
PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS)
On September 11, 2019, the City Council authorized a three-year master agreement for bagged ice with storage containers with Emergency Ice, Inc. by Resolution No. 19-1408.
FISCAL INFORMATION
|
Fund |
FY 2024 |
FY 2025 |
Future Years |
|
General Fund |
$ 20,422.94 |
$ 52,557.50 |
$ 41,252.06 |
|
Sanitation Operation Fund |
$ 93,000.00 |
$ 93,000.00 |
$ 93,000.00 |
|
Dallas Water Utilities Fund |
$ 74,652.13 |
$ 74,652.13 |
$ 74,652.24 |
|
Stormwater Drainage Management Fund |
$ 5,515.33 |
$ 5,515.33 |
$ 5,515.34 |
|
Total |
$193,590.40 |
$225,724.96 |
$214,419.64 |
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 |
|
$633,735.00 |
Goods |
32.00% |
|
M/WBE Subcontracting % |
M/WBE Overall % |
M/WBE Overall Participation $ |
|
0.00% |
0.00% |
$0.00 |
|
• The Request for Bid method of procurement resulted in the lowest responsive bidders being selected. |
|
• Refrigerated Logistics, Inc. - Local; Workforce - 23.81% Local |
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 bid from solicitation number BD23-00022097. We opened it on July 7, 2023. We recommend the City Council award this service price agreement in its entirety to the only bidder.
Bidder Address Amount
Refrigerated Logistics, Inc. 4008 Commerce St. $633,735.00
Suite 400
Dallas, TX 75226
Note: The Office of Procurement Services conducted a single bid review and found no exceptions.
OWNER
Refrigerated Logistics, Inc.
Andrew Bode, Chief Executive Officer