STRATEGIC PRIORITY: Government Performance & Financial Management
AGENDA DATE: January 11, 2023
COUNCIL DISTRICT(S): All
DEPARTMENT: Office of Procurement Services
EXECUTIVE: Jack Ireland
______________________________________________________________________
SUBJECT
Title
Authorize a three-year service price agreement for the purchase and installation, monitoring, and maintenance of citywide alarms systems and annual fire alarm inspections - Communicon, Inc. dba Communication Concepts, only proposer - Estimated amount of $1,820,547 - Financing: General Fund ($1,475,181 $1,468,181), Dallas Water Utilities Fund ($163,018) Aviation Fund ($140,206), Sanitation Operation Fund ($22,142), and Equipment and Fleet Management Fund ($20,000), and WIC Program-Women, Infants, and Children Grant Fund ($7,000) (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 agreement will provide for the purchase and installation, monitoring, and maintenance of citywide alarms systems and annual fire alarm inspections. The supplier will provide for continued fire and intrusion alarm monitoring and maintenance for approximately 296 City facilities. This agreement will also provide alarm equipment, programming alarm panels, annual fire alarm inspections, design, and installation of new alarm systems.
This agreement is separated into groups which is reflected by the following:
• Monitoring services for fire and intrusion alarm systems
• Fire alarm inspection and testing per the National Fire Protection Association standard
• Installation, maintenance, and repair of existing systems as well as installation of new systems as needed
A four-member committee from the following departments reviewed and evaluated the qualifications:
• Department of Aviation (1)
• Park & Recreation Department (1)
• Water Utilities Department (1)
• Office of Procurement Services (1)*
*The Office of Procurement Services evaluated cost and local preference, if applicable.
The committee selected the successful respondents on the basis of demonstrated competence and qualifications under the following criteria:
• Cost 35 points
• Approach 30 points
• Experience 30 points
• Local Preference 5 points
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 March 23, 2016, City Council authorized a three-year service contract for installation, monitoring and maintenance of alarm systems and annual fire alarm inspections with Communication, LTD dba Communication Concepts and International Systems of America, LLC dba ISA Fire & Security by Resolution No. 16-0416.
On February 27, 2019, City Council authorized Supplemental Agreement No. 2 to increase the service contract with Communication, LTD dba Communication Concepts and International Systems of America, LLC dba ISA Fire & Security for citywide installation, monitoring, and maintenance of alarm systems and annual fire alarms inspections and to extend the term from March 23, 2019 to March 22, 2020, by Resolution No. 19-0330.
On November 13, 2019, City Council authorized a two-year cooperative purchasing agreement for installation, monitoring, and maintenance of citywide alarm systems and annual fire alarm inspections with Communication LTD dba Communication Concepts through the Texas Association of School Boards cooperative agreement by Resolution No. 19-1778.
FISCAL INFORMATION
|
Fund |
FY 2023 |
FY 2024 |
Future Years |
|
General Fund |
$372,198.25 $365,198.25 |
$488,927.43 |
$614,055.32 |
|
Aviation Fund |
$ 46,735.34 |
$ 46,735.33 |
$ 46,735.33 |
|
Dallas Water Utilities Fund |
$ 38,021.00 |
$ 62,360.00 |
$ 62,637.00 |
|
Sanitation Operation Fund |
$ 7,380.67 |
$ 7,380.67 |
$ 7,380.66 |
|
Equipment and Fleet Management Fund |
$ 6,667.00 |
$ 6,667.00 |
$ 6,666.00 |
|
WIC Program-Women, Infants, and Children Grant Fund |
$ 7,000.00 |
$ 0.00 |
$ 0.00 |
|
Totals |
$471,002.26 |
$612,070.43 |
$737,474.31 |
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 |
|
$1,820,547.00 |
Other Services |
N/A |
|
M/WBE Subcontracting % |
M/WBE Overall % |
M/WBE Overall Participation $ |
|
N/A |
N/A |
N/A |
|
• The Business Inclusion and Development Policy does not apply to Other Service contracts. |
|
• Communicon, Inc. dba Communication Concepts - Non-local; Workforce - 0.00% Local |
PROCUREMENT INFORMATION
Method of Evaluation for 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 BPZ22-00017939. We opened it on January 21, 2022. We recommend the City Council award this service price agreement in its entirety to the only proposer.
Proposer Address Score
Communicon, Inc. dba 4216 Hahn Blvd. 89.33
Communication Concepts Ft. Worth, TX 76117
Note: The Office of Procurement Services conducted a single bid review and found no exceptions.
OWNER
Communicon, Inc. dba Communication Concepts
Jeff Mauldin, President