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 three-year service price agreement for overhead and automatic commercial door repair, maintenance, parts, and labor for citywide use - DH Pace Company, Inc. dba DH Pace Door Services, lowest responsible bidder of three - Estimated amount of $4,471,734.93 - Financing: General Fund ($2,238,434.93), Airport Revenue Fund ($500,00.00), Capital Construction Fund ($850,000.00), Dallas Water Utilities Fund ($795,900.00), Stormwater Drainage Management Fund ($54,100.00), and Coronavirus State and Local Fiscal Recovery Funds ($33,300.00) (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 overhead and automatic commercial door repair, maintenance, parts, and labor for citywide use. This service price agreement is necessary to ensure gates and overhead doors in City facilities are in good working condition to safeguard buildings from unauthorized access during non-operation hours and to ensure the safety of staff during daily operations.
Approximately 600 overhead doors secure various City facilities, including fire stations, training facilities, workshops, warehouses, service centers, and other facilities. These doors range in size from 8 to 29 feet high and 8 to 24 feet wide and are constructed of metal, wood, and/or glass panels.
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)
On December 12, 2018, the City Council authorized a three-year service price agreement for citywide overhead door repair, maintenance, parts, and labor with Miner Ltd. dba Overhead Door Co. of Dallas by Resolution No. 18-1799.
On June 23, 2021, the City Council authorized the acceptance of grant funds from the U.S. Department of Treasury for the Coronavirus Local Fiscal Recovery Fund to provide relief during the ongoing COVID-19 pandemic by Resolution No. 21-1149.
On September 22, 2021, the City Council authorized the final reading and adoption of the appropriation ordinance for the FY 2021-22 City of Dallas Operating, Capital, and Grant & Trust Budgets, which included the American Rescue Plan Act funds from the U.S. Department of Treasury for the Coronavirus Local Fiscal Recovery Funds by Resolution No. 21-1590.
On May 24, 2023, the City Council authorized Supplemental Agreement No. 3 to increase the service price agreement with Miner Ltd. dba Overhead Door Co. of Dallas for citywide overhead door repair, maintenance, parts, and labor by Resolution No. 23-0713.
FISCAL INFORMATION
|
Fund |
FY 2024 |
FY 2025 |
Future Years |
|
General Fund |
$ 25,000.00 |
$ 774,966.67 |
$1,438,468.26 |
|
Airport Revenue Fund |
$166,666.67 |
$ 166,666.67 |
$ 166,666.66 |
|
Capital Construction Fund |
$200,000.00 |
$ 325,000.00 |
$ 325,000.00 |
|
Dallas Water Utilities Fund |
$ 20,640.00 |
$ 133,382.00 |
$ 641,878.00 |
|
Stormwater Drainage Management Fund |
$ 1,502.00 |
$ 9,016.00 |
$ 43,582.00 |
|
Coronavirus State and Local Fiscal Recovery Funds |
$ 33,300.00 |
$ 0.00 |
$ 0.00 |
|
Total |
$447,108.67 |
$1,409,031.34 |
$2,615,594.92 |
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 |
|
$4,471,734.93 |
Other Services |
23.00% |
|
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. |
|
• DH Pace Company, Inc. dba DH Pace Door Services - Local; Workforce - 0.00% 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 bids from solicitation number BB24-00024227. We opened them on March 15, 2024. We recommend the City Council award this service price agreement in its entirety to the lowest responsive and responsible bidder.
*Denotes successful bidder
Bidders Address Amount
*DH Pace Company, Inc. 825 West Sandy Lake Road $4,471,734.93
dba DH Pace Door Services #100
Coppell, TX 75019
Miner, LTD dba Overhead 10761 King William Drive $8,676,064.50
Door Dallas-Commercial Dallas, TX 75022
The Right Choice 3801 Vitrubian Way Non-responsive
Locksmith LLC #466
dba Sure Lock & Key LLC Addison, TX 75001
OWNER
DH Pace Company, Inc. dba DH Pace Door Services
Rex Newcomer, Chief Executive Officer
Manny Maestas, Senior Regional Vice President