STRATEGIC PRIORITY: Government Performance and Financial Management
AGENDA DATE: October 13, 2021
COUNCIL DISTRICT(S): All
DEPARTMENT: Office of Procurement Services
EXECUTIVE: Elizabeth Reich
______________________________________________________________________
SUBJECT
Title
Authorize a three-year service price agreement for pumps, pump parts, repairs, and overhaul services - Anytime Pump Service Company dba CIE in the estimated amount of $7,138,350 and Allen's Electric Motor Service, Inc. in the estimated amount of $1,800,738, lowest responsible bidders of six - Total estimated amount of $8,939,088 - Financing: General Fund ($1,349,800), Water Utilities Fund ($6,768,885), and Stormwater Drainage Management Operations Fund ($820,403)
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. We anticipate the following City departments will use this agreement:
• Building Services Department
• Water Utilities Department
This service price agreement will provide for purchase of pumps, pump parts, and overhaul repair services for pumps operated and maintained by the City. The awarded vendors will be required to maintain the pumps at required manufacturer's specifications. Trained professionals will perform on-site inspections, pump evaluation/condition, performance testing, equipment analysis, and removal and installation of pumps as needed. The pump overhaul repair services also include field inspections, alignments, fabrication of parts, vibration, and systems analysis. Pumps maintained under this contract are used to regulate and control the flow of water/wastewater and stormwater.
Purchases made through this master agreement will replace pumps that have become cost prohibitive to maintain and the purchase of parts for necessary repairs.
The City has approximately 400 pumping units, with capacities ranging from 350 gallons per minute to above 56,000 gallons per minute. Proper operation of these pumps allows the City to meet Texas Commission on Environmental Quality permit requirements above 56,000 gallons per minute. Proper operation of these pumps allows the City to meet Texas Commission on Environmental Quality permit requirements Pumps utilized by the Water Utilities Department distribute an average of 400 million gallons of treated water and 160 million gallons of wastewater daily.
Below are examples of pumps that will be purchased under this agreement:
• Circulating pumps
• Centrifugal pumps
• Propeller pumps
• Sampling pump systems
• Proportioning pumps
• Sewage and sludge pumps
• Sump pumps
• Vertical solids handling pumps
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 current calculated living wage during the solicitation process of this contract is $12.38; the selected vendor meets this requirement.
PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS)
On June 15, 2016, City Council authorized a three-year service contract for repair and overhaul services for pumps with Evans Enterprises, Inc., Allen’s Electric Motor Service, Inc. and Anytime Pump Service Company dba CIE by Resolution No. 16-0968.
On August 22, 2018, City Council authorized a three-year service price agreement for pump overhaul and repair services for the Department of Trinity Watershed Management with Allen’s Electric Motor Service, Inc. by Resolution No. 18-1142.
On August 8, 2018, City Council authorized a two-year master agreement for the purchase of pumps and parts with Xylem Water Solutions USA, Inc., FCX Performance, Inc. dba Pierce Pump Company, Master Pumps & Equipment, Environmental Improvements, Inc., Macaulay Controls Company, and United Rentals (North America), Inc. by Resolution No. 18-1051.
On March 24, 2021, City Council authorized an increase to the master agreement with Xylem Water Solutions USA, Inc., FCX Performance, Inc. dba Pierce Pump, Master Pumps & Equip/Master dba Master Pumps & Power, Environmental Improvements, Inc., Macaulay Controls Company, and United Rentals (North America), Inc. dba Reliable Onsite Services, for the purchase of pumps and parts by Resolution No. 21-0514.
FISCAL INFORMATION
|
Fund |
FY 2022 |
FY 2023 |
Future Years |
|
General Fund |
$ 450,000.00 |
$ 450,000.00 |
$ 449,800.00 |
|
Water Utilities Fund |
$2,256,294.96 |
$2,256,295.01 |
$2,256,295.03 |
|
Stormwater Drainage Management Operations Fund |
$ 273,467.66 |
$ 273,467.67 |
$ 273,467.67 |
|
Total |
$2,979,762.62 |
$2,979,762.68 |
$2,979,562.70 |
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 |
M/WBE % |
M/WBE $ |
|
$8,939,088.00 |
Other Services |
N/A |
20.14% |
$1,800,738.00 |
|
• The Business Inclusion and Development Policy does not apply to Other Service contracts, however the prime contractor is a certified M/WBE. |
|
• Anytime Pump Service Company dba CIE - Local: Workforce - 31.00% Local • Allen's Electric Motor Service, Inc. - Non-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 BV21-00015344. We opened them on May 7, 2021. We recommend the City Council award this service price agreement to the lowest responsive and responsible bidders by group. Information related to this solicitation is available upon request.
*Denotes successful bidders
Bidders Address Amount
*Anytime Pump Service 1222 South Cedar Ridge Dr. Multiple Groups
Company dba CIE Duncanville, TX 75137
*Allen's Electric Motor 400 Roy Hoppy Hopkins Dr. Multiple Groups
Service, Inc. Vivian, LA 71082
FCX Performance, Inc. 9010 John W. Carpenter Frwy. Multiple Groups
dba Pierce Pump Company Dallas, TX 75247
Global Pump Solutions 791 North U.S. Hwy. 77 Multiple Groups
Waxahachie, TX 75165
Smith Pump Company 301 M&B Industrial Dr. Multiple Groups
Waco, TX 76712
Xylem Water Solutions 14125 South Bridge Cr. Non-responsive
USA, Inc. Charlotte, NC 28273
OWNERS
Anytime Pump Service Company dba CIE
Dana O’Conner, President
Allen's Electric Motor Service, Inc.
Peggy Parker, President
Clint Walker, Vice President