STRATEGIC PRIORITY: Government Performance & Financial Management
AGENDA DATE: March 8, 2023
COUNCIL DISTRICT(S): All
DEPARTMENT: Office of Procurement Services
EXECUTIVE: Jack Ireland
______________________________________________________________________
SUBJECT
Title
Authorize a two-year master agreement for the purchase of transfer fleet trailers for the Department of Sanitation Services - BTE Body Company, Inc. in the estimated amount of $1,435,392, Spector Manufacturing, Inc. in the estimated amount of $733,116, and Phelps Industries, Inc. in the estimated amount of $707,910, lowest responsible bidders of three - Total estimated amount of $2,876,418 - Financing: Sanitation Capital Improvement Fund
Body
BACKGROUND
This action does not encumber funds; the purpose of a master agreement is to establish firm pricing for goods, 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 master agreement will provide for the purchase of transfer fleet trailers for the Department of Sanitation Services. The new transfer fleet trailers will replace old disposal units that service the three City transfer stations.
Fleet trailers are an essential component to the safe, efficient, cost-effective, and environmentally conscious operation of the City’s solid waste system. Annually the fleet of trucks and trailers transport 300,000+ tons of materials deposited at the three transfer stations to the McCommas Bluff Landfill with an average drive of 35 miles round trip. This increase in tons per load will reduce the number of trips required, reduce fuel usage, lower maintenance costs, and reduce emissions, which is in line with the City’s environmental goals.
These trailers will provide for the improved efficacy to our disposal system and multifunctional on what types of materials can be hauled. The new units will increase capabilities and reliability for services to the residents of Dallas from municipal solid waste and recycling to their final disposal area.
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.
PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS)
On August 28, 2019, City Council authorized a three-year service price agreement for vehicle and heavy equipment rental with Sunbelt Rentals, Inc., Herc Rentals, Inc., Star Tractor LTD., EAN Holdings, LLC dba Enterprise Rent-A-Car, Landmark Equipment, Inc., Kirby-Smith Machinery, Inc., Four Seasons Equipment LLC, CLS Sewer Equipment Co., Inc., Holt Texas, LTD., Metro Golf Cars, Inc., and RDO Equipment Co.; and Supplemental Agreement No. 2 to increase the service contract for the rental of vehicles and equipment with Herc Rentals, Inc., EAN Holdings, LLC dba Enterprise Rent-A-Car, Four Seasons Equipment LLC, Landmark Equipment, Inc., Holt Texas, LTD., Kirby-Smith Machinery, Inc., Sunbelt Rentals, United Rentals (North America), Inc., and Metro Golf Cars; and extend the term of the contracts from September 20, 2019 to October 31, 2019, by Resolution No. 19-1274.
FISCAL INFORMATION
|
Fund |
FY 2023 |
FY 2024 |
Future Years |
|
Sanitation Capital Improvement Fund |
$1,552,932.00 |
$845,022.00 |
$478,464.00 |
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 |
|
$2,876,418.00 |
Goods |
32.00% |
|
M/WBE Subcontracting % |
M/WBE Overall % |
M/WBE Overall Participation $ |
|
0.00% |
0.00% |
$0.00 |
|
• The Request for Bid method of procurement resulted in the lowest responsive bidder being selected, which resulted in no M/WBE participation. |
|
• BTE Body Company, Inc. - Local; Workforce - 0.00% • Spector Manufacturing, Inc. - Non-local; Workforce - 0.00% • Phelps Industries, Inc. - Non-local; Workforce - 0.00% |
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 BX23-00020420. We opened them on November 18, 2022. We recommend the City Council award this master agreement to the lowest responsive and responsible bidders by line.
*Denotes successful bidders
Bidder Address Amount
*BTE Body Company, 1601 East State Highway 356 Line 1 - $0.00
Inc. Irving, TX 75060 Line 2 - $1,435,392.00
Line 3 - $0.00
*Spector Manufacturing 169 Industrial Park Road Line 1- $733,116.00
Inc. St. Clair, PA 17970 Line 2- $0.00
Line 3- $0.00
*Phelps Industries, Inc. 1700 East 9th Street Line 1- $0.00
Little Rock, AR 72202 Line 2- $707,910.00
Line 3- $0.00
OWNERS
BTE Body Company, Inc.
Clayton Campbell, Corporate General Manager
Spector Manufacturing, Inc.
Charles Spector, Owner
Phelps Industries, Inc.
John Phelps, Vice President