STRATEGIC PRIORITY: Government Performance and Financial Management
AGENDA DATE: September 11, 2019
COUNCIL DISTRICT(S): 2, 14
DEPARTMENT: Office of Procurement Services
EXECUTIVE: Elizabeth Reich
_____________________________________________________________________
SUBJECT
Title
Authorize a five-year service price agreement for ongoing operation and maintenance services for fire alarm, fire protection, access control, and camera systems including monitoring, testing, inspection, and repair for the Woodall Rodgers Deck Plaza Tunnel for the Department of Transportation - CMC Network Solutions, LLC, single proposer - Estimated amount of $671,575 - Financing: General Fund
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 ongoing operation and maintenance services for fire alarm, fire protection, access control, and camera systems including monitoring, testing, inspection, and repair for the Woodall Rodgers Deck Plaza Tunnel for the Department of Transportation.
On February 25, 2009, City Council authorized an Interlocal Agreement with the Texas Department of Transportation for the inspection, operation and maintenance of the Woodall Rodgers Deck Plaza Tunnel now referred to as Klyde Warren Deck Park. This agreement obligates the City to perform monitoring of the tunnel as well as maintenance of the cameras in the tunnel and regular fire inspection and maintenance. The testing and annual inspection requires that the monitoring contractor comply with the National Fire Protection Act - section 72 and other codes governing testing and annual inspections.
A six-member committee from the following departments reviewed and evaluated the qualifications:
• Department of Transportation (2)
• Department of Public Works (1)
• Park & Recreation Department (1)
• Office of Business Diversity (1)*
• Office of Procurement Services (1)*
*The Office of Procurement Services only evaluated cost and the Office of Business Diversity only evaluated the Business Inclusion and Development Plan.
The committee selected the successful respondent on the basis of demonstrated competence and qualifications under the following criteria:
• Cost 35 points
• Capability and expertise 25 points
• Overall approach/methodology 25 points
• Business Inclusion & Development 15 points
In this solicitation, the Office of Procurement Services required proposers to submit a response using unit pricing. This proposal resulted in a 6.74 percent decrease over the prior contract.
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.
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 $11.15; the selected vendor meets this requirement.
PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS)
On September 14, 2016, City Council authorized a three-year service contract to provide fire alarm monitoring, closed circuit television camera monitoring and annual fire alarm inspections for the Woodall Rodgers Deck Plaza Tunnel with CMC Network Solutions, LLC by Resolution No. 16-1510.
FISCAL INFORMATION
General Fund - $671,575.00 (Estimated amount)
Council District Amount
2 $335,787.50
14 $335,787.50
Total $671,575.00
|
Fund |
FY 2019-2020 |
FY 2020-2021 |
FY 2021-2022 |
FY 2022-2023 |
FY 2023-2024 |
|
General Fund |
$134,315.00 |
$134,315.00 |
$134,315.00 |
$134,315.00 |
$134,315.00 |
|
Total |
$134,315.00 |
$134,315.00 |
$134,315.00 |
$134,315.00 |
$134,315.00 |
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 $ |
|
$671,575.00 |
Other Services |
23.80% |
32.43% |
$217,775.00 |
|
• This contract exceeds the M/WBE goal. |
PROCUREMENT INFORMATION
Method of Evaluation 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 proposal from solicitation number BQZ19-0010274. We opened it on June 14, 2019. We recommend the City Council award this service price agreement in its entirety to the only proposer.
Proposers Address Score Amount
CMC Network Solutions, 2700 Research Dr. 95.25 $671,575.00
LLC #100
Plano, TX 75074
Note: The Office of Procurement Services conducted a single bid review and found no exceptions.
OWNER
CMC Network Solutions, LLC
Scott Broekemeier, President