STRATEGIC PRIORITY: Government Performance & Financial Management
AGENDA DATE: June 22, 2022
COUNCIL DISTRICT(S): All
DEPARTMENT: Office of Procurement Services
EXECUTIVE: Elizabeth Reich
______________________________________________________________________
SUBJECT
Title
Authorize a three-year service price agreement for electric motor repair services for the Water Utilities Department - Allen’s Electric Motor Service, Inc. in the estimated amount of $2,442,422 and Evans Enterprises, Inc. in the estimated amount of $124,266, lowest responsible bidders of five - Total estimated amount of $2,566,688 - Financing: General Fund ($10,000) and Dallas Water Utilities Fund ($2,556,688)
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 electric motor repair services which includes rebuilding, diagnostic testing, and maintenance of approximately 450 electric motors. Electric motors provide power for water and wastewater pumps at 29 pumping stations, 16 lift stations, 3 water purification plants, and 2 wastewater plants located throughout the City.
The electric motors range in size from 50 to 3,500 horsepower and are used to distribute an average of 381 million gallons of treated water and 197 million gallons of wastewater daily for Water Utilities.
This service contract will also provide electrical motor repair services for the Park & Recreation Department. Equipment serviced under this agreement includes but is not limited to:
• Outdoor ornamental fountains
• Swimming pool equipment
• Hot water/chiller pumps
• Exhaust fans
• Sewage pumps
Electric motor repair services are essential in providing continuous, reliable operation and to comply with Texas Commission on Environmental Quality and Environmental Protection Agency permit requirements.
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 $15.21; the selected vendor meets this requirement.
PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS)
On April 13, 2016, City Council authorized a three-year service contract with one twelve-month renewal option, for electric motor repairs services for Trinity Watershed Management with Evans Enterprises, Inc. by Resolution No. 16-0519.
FISCAL INFORMATION
|
Fund |
FY 2022 |
FY 2023 |
Future Years |
|
General Fund |
$2,500.00 |
$2,500.00 |
$5,000.00 |
|
Dallas Water Utilities Fund |
$631,668.08 |
$962,509.96 |
$962,509.96 |
|
Total |
$634,168.08 |
$965,009.96 |
$967,509.96 |
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 $ |
|
$$2,566,688.00 |
Other Services |
N/A |
N/A |
N/A |
|
• The Business Inclusion and Development Policy does not apply to Other Service contracts. |
|
• Allen’s Electric Motor Service, Inc. - Non-local; Workforce - 0.00% Local • Evans Enterprises, 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 BV21-00016596. We opened them on September 25, 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
*Allen’s Electric Motor 400 Roy Hoppy Hopkins Drive Multiple Groups
Services, Inc. Vivian, LA 71082
*Evans Enterprises, Inc. 201 South Industrial Multiple Groups
Waco, TX 76710
Brandon & Clark, Inc. 3623 Interstate 27 Multiple Groups
Lubbock, TX 79404
Flanders, Inc. 901 West Harrison Road Multiple Groups Longview, TX 75604
Shermco 2425 East Pioneer Drive Multiple Groups Irving, TX 75061
OWNERS
Allen’s Electric Motor Services, Inc.
Peggy Parker, President
Clint Walker, Vice President
Evans Enterprises, Inc.
Syndy Thrash, President
David Brantley, Vice President
David Woodman, Secretary