STRATEGIC PRIORITY: Government Performance & Financial Management
AGENDA DATE: December 14, 2022
COUNCIL DISTRICT(S): All
DEPARTMENT: Office of Procurement Services
EXECUTIVE: Jack Ireland
______________________________________________________________________
SUBJECT
Title
Authorize a three-year service price agreement for vehicle exhaust extraction parts and maintenance for the Fire-Rescue Department - Air Cleaning Technologies, Inc., sole source - Estimated amount of $311,875 - Financing: General 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.
This service price agreement will provide for vehicle exhaust extraction parts and maintenance for the Fire-Rescue Department. All 59 City fire stations are equipped with plymovent exhaust extraction systems. The plymovent exhaust extraction systems serve as a ventilation source to reduce the amount of exhaust created when a vehicle is started inside the fire station garage. Fire fighters are exposed to carbon monoxide and other particulates from breathing the air in the fire station and are also exposed to them by absorption. Fire stations built after 2003 are required to have a source capture exhaust system installed according to the National Fire Protection Agency regulations and stations built prior to 2003 have an exhaust system retrofitted into them. The City is compliant with these regulations.
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 $15.21; the selected vendor meets this requirement.
PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS)
On August 8, 2018, City Council authorized a three-year service price agreement for vehicle exhaust extraction parts and maintenance for the Fire-Rescue Department with Air Cleaning Technologies, Inc. by Resolution No. 18-1047.
FISCAL INFORMATION
|
Fund |
FY 2023 |
FY 2024 |
Future Years |
|
General Fund |
$100,000.00 |
$100,000.00 |
$111,875.00 |
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 |
|
$311,875.00 |
Other Services |
N/A |
|
M/WBE Subcontracting % |
M/WBE Overall % |
M/WBE Overall Participation $ |
|
N/A |
N/A |
$0.00 |
|
• The Business Inclusion and Development Policy does not apply to Other Service contracts. |
|
• Air Cleaning Technologies, Inc. - Non-local; Workforce - 0.00% Local |
PROCUREMENT INFORMATION
Method of Evaluation for Award Type:
|
Sole Source |
• Utilized for procurements where functional requirements can only be satisfied by one vendor, such as those where patents, copyrights or monopolies exists |
|
|
• Exempted from competitive bidding process |
|
|
• The Office of Procurement Services conducted a sole source review and found no exceptions |
OWNER
Air Cleaning Technologies, Inc.
1300 West Detroit Street
Broken Arrow, OK 74012
Dave L. Duncan, President
Rod C. Davis, Vice President