STRATEGIC PRIORITY: Government Performance & Financial Management
AGENDA DATE: April 12, 2023
COUNCIL DISTRICT(S): All
DEPARTMENT: Office of Procurement Services
EXECUTIVE: Jack Ireland
______________________________________________________________________
SUBJECT
Title
Authorize a three-year master agreement for the purchase of lamps and light bulbs for citywide use - Elliott Electric Supply, Inc., lowest responsible bidder of four - Estimated amount of $671,337.50 - Financing: General Fund ($225,337.50), Aviation Fund ($223,000.00), Dallas Water Utilities Fund ($216,788.00), and Storm Drainage Management Fund ($6,212.00)
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 lamps and light bulbs for citywide use. This master agreement will provide various size and types of energy efficient light bulbs, tubes, and LEDs for all City facilities. Energy efficient light bulbs and tubes have replaced standard bulbs throughout most City facilities. The City uses approximately 32,000 light bulbs and tubes annually.
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 March 27, 2019, the City Council authorized a three-year master agreement for the purchase of lamps and light bulbs with Dealer's Electric Supply Co., Facility Solutions Group, Inc., Voss Electric Co., dba Voss Lighting, Regency Enterprises, Inc. dba Regency Lighting, and Simba Industries by Resolution No. 19-0436.
FISCAL INFORMATION
|
Fund |
FY 2023 |
FY 2024 |
Future Years |
|
General Fund |
$ 75,112.48 |
$ 75,112.48 |
$ 75,112.54 |
|
Aviation Fund |
$ 73,000.00 |
$ 75,000.00 |
$ 75,000.00 |
|
Dallas Water Utilities Fund |
$ 53,798.00 |
$ 81,495.00 |
$ 81,495.00 |
|
Storm Drainage Management Fund |
$ 1,212.00 |
$ 2,500.00 |
$ 2,500.00 |
|
Total |
$203,122.48 |
$234,107.48 |
$234,107.54 |
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 |
|
$671,337.50 |
Goods |
32.00% |
|
M/WBE Subcontracting % |
M/WBE Overall % |
M/WBE Overall Participation $ |
|
0.00% |
0.00% |
$0.00 |
|
• This contract does not meet the M/WBE goal, but complies with good faith efforts. |
|
• Elliott Electric Supply, Inc. - Local; Workforce - 22.89% 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 BJ22-00019662. We opened them on August 5, 2022. We recommend the City Council award this master agreement in to the lowest responsive and responsible bidder by group. Information related to this solicitation is available upon request.
*Denotes successful bidder
Bidder Address Amount
*Elliott Electric 2526 North Stallings Drive Multiple groups
Supply, Inc. Nacogdoches, TX 75964
Flinz Holding LLC 2800 Gilmer Road Multiple groups
dba The Gallery of Longview, TX 75604
Lights
Unified Sunergy 2204 Sagebrush Drive Multiple groups
Systems LLC Flower Mound, TX 75028
Voss Electric Co. 11420 Ferrell Drive Multiple groups
Dba Voss Lighting, Inc. Suite 304
Farmers Branch, TX 75236
OWNER
Elliott Electric Supply, Inc.
Bill Elliot, Chairman
Billy Elliot, President
Robert Flores, Treasurer