STRATEGIC PRIORITY: Government Performance and Financial Management
AGENDA DATE: August 12, 2020
COUNCIL DISTRICT(S): All
DEPARTMENT: Office of Procurement Services
EXECUTIVE: Elizabeth Reich
______________________________________________________________________
SUBJECT
Title
Authorize a three-year service price agreement for compressed natural gas fuel station parts and maintenance for the Department of Equipment and Fleet Management - Trillium Transportation Fuels, LLC, lowest responsible bidder of two - Estimated amount of $498,400 - Financing: Equipment and Fleet Management 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 for compressed natural gas fueling facilities at the Southwest and Northwest Service Center and compressed natural gas fuel station parts and maintenance for equipped fleet vehicles for the Department of Equipment and Fleet Management.
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 $11.71; the selected vendor meets this requirement.
PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS)
On March 23, 2016, City Council authorized a three-year service contract for compressed natural gas fuel station parts and maintenance for equipped fleet vehicles with Clean Energy dba California Clean Energy, Inc. by Resolution No. 16-0420.
FISCAL INFORMATION
|
Fund |
FY 2020 |
FY 2021 |
Future Years |
|
Equipment and Fleet Management Fund |
$27,688.00 |
$166,133.00 |
$304,579.00 |
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 $ |
|
$498,400.00 |
Other Services |
23.80% |
0.00% |
$0.00 |
|
• This contract does not meet the M/WBE goal, but complies with good faith efforts. |
|
• Trillium Transportation Fuels, LLC - Non-local; Workforce - 30.76% 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 BV20-00012388. We opened them on March 5, 2020. We recommend the City Council award this service price agreement to the lowest responsive and responsible bidder by line. Information related to this solicitation is available upon request.
*Denotes successful bidder
Bidders Address Amount
*Trillium Transportation 2929 Allen Pkwy. Multiple Lines
Fuels, LLC Ste 4100
Houston, TX 77019
Clean Energy dba 4675 Macarthur Ct. Non-responsive
California Clean Energy, Inc. Suite 800
Newport Beach, CA 92660
OWNER
Trillium Transportation Fuels, LLC
JP Fjeld-Hansen, Vice President
Joshua Edge, Director-Operations