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 (1) five-year service price agreement for the operating system software maintenance and support of the automated local evaluation in real time (ALERT) system for monitoring of flood incidents for the Water Utilities Department in the estimated amount of $528,750 - TriLynx Systems, LLC; (2) a five-year service price agreement for parts and repair of hardware for the ALERT system for monitoring of flood incidents for the Water Utilities Department in the estimated amount of $2,018,000 - HydroLynx Systems, Inc.; and (3) a five-year service price agreement for maintenance and support, equipment and parts of the supervisory control and data acquisition stormwater systems for the Water Utilities Department in the estimated amount of $3,196,000 - HSQ Tech, Inc., most advantageous proposers of three - Total estimated amount $5,742,750 - Financing: Stormwater Drainage Management 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 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.
These service price agreements will provide for the operating system software maintenance and support of the automated local evaluation in real time (ALERT) system for monitoring of flood incidents; for parts and repair of hardware for the ALERT system for monitoring of flood incidents; and for maintenance and support, equipment and parts of the supervisory control and data acquisition (SCADA) stormwater systems for the Water Utilities Department.
The Stormwater and Floodplain divisions manage several pump stations and other facilities including SCADA and ALERT systems. The SCADA systems at these locations allow for automated control of plant/pump station functions, data logging, and regulatory reporting of plant operations. Maintenance includes patches, updates, technical and customer service support to ensure compliance with state or federal requirements.
The City has 86 ALERT sensor locations monitoring rainfall, stream levels, temperature, humidity, barometric pressure, road dryness, wind speed and direction, and lift station status. SCADA system allows for monitoring and remote control of Trinity River Levee stormwater pump stations, gate structures, and flooded roadway warning system.
A five-member committee from the following departments reviewed and evaluated the qualifications:
• Dallas Water Utilities (2)
• Department of Information and Technology (1)
• Department of Transportation (1)
• Office of Procurement Services (1)*
*The Office of Procurement Services evaluated cost and local preference.
The committee selected the successful respondent on the basis of demonstrated competence and qualifications under the following criteria:
• Experience 35 points
• Approach 30 points
• Cost and Timeframe 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 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 October 8, 2019, the City Council authorized a three-year service contract for maintenance and support for the supervisory control and data acquisition systems at five water and wastewater treatment plants for the Water Utilities Department with Prime Controls, LP; parts and repair of hardware for the automated local evaluation in real time system for monitoring of flood incidents for the Water Utilities Department with HydroLynx Systems, Inc.; the operating system software maintenance and support of the automated local evaluation in real time system for monitoring of flood incidents for the Water Utilities Department with TriLynx Systems, LLC; and maintenance and support of the supervisory control and data acquisition stormwater systems for the Water Utilities Department with HSQ Technology by Resolution No. 19-1594.
On April 12, 2023, the City Council authorize Supplemental Agreement No. 1 to extend the service contract with Prime Controls, LP for maintenance and support for the supervisory control and data acquisition systems at five water and wastewater treatment plants for the Water Utilities Department; HydroLynx Systems, Inc. for parts and repair of hardware for the automated local evaluation in real time system for monitoring of flood incidents for the Water Utilities Department; Trilynx Systems, LLC for the operating system software maintenance and support of the automated local evaluation in real time system for monitoring of flood incidents for the Water Utilities Department; and HSQ Technology for maintenance and support of the supervisory control and data acquisition stormwater systems for the Water Utilities Department, from April 7, 2023 through October 6, 2023, by Resolution No. 23-0486.
FISCAL INFORMATION
|
Fund |
FY 2024 |
FY 2025 |
Future Years |
|
Stormwater Drainage Management Fund |
$350,000.00 |
$392,750.00 |
$5,000,000.00 |
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 |
|
$5,742,750.00 |
Other Services |
N/A |
|
M/WBE Subcontracting % |
M/WBE Overall % |
M/WBE Overall Participation $ |
|
N/A |
N/A |
N/A |
|
• This item is Other Services which does not have an availability and disparity participation goal. |
|
• TriLynx Systems, LLC - Non-local; Workforce - 0.00% Local • HydroLynx Systems, Inc. - Non-local; Workforce - 0.00% Local • HSQ Tech, Inc. - 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 BTZ23-00021430. We opened them on April 28, 2023. We recommend the City Council award these service price agreements to the most advantageous proposers.
*Denotes successful proposers
Proposers Address Score
*TriLynx Systems, 40504 Weld County Road 17 88.75
LLC Severance, CO 80524
*HydroLynx 950 Riverside Parkway 85.75
Systems, Inc. Suite 10
West Sacramento, CA 95605
*HSQ Tech, Inc. 26227 Research Road 86.50
Hayward, CA 94545
OWNERS
TriLynx Systems, LLC
Markus Ritsch, Chief Operating Officer
HydroLynx Systems, Inc.
Ravi Gopal, Chief Executive Officer
HSQ Tech, Inc.
Christopher Maynard, President