STRATEGIC PRIORITY: Government Performance & Financial Management
AGENDA DATE: June 14, 2023
COUNCIL DISTRICT(S): All
DEPARTMENT: Office of Procurement Services
EXECUTIVE: Jack Ireland
______________________________________________________________________
SUBJECT
Title
Authorize a three-year service price agreement for sewer and storm drain camera repair services, parts, and accessories for the Water Utilities Department - Green Equipment Company in an estimated amount of $677,500, CLS Sewer Equipment Co., Inc. in an estimated amount of $392,500, and Reliability Point LLC in an estimated amount of $359,300, most advantageous proposers of three - Total estimated amount of $1,429,300 - Financing: Dallas Water Utilities Fund ($1,141,600) and Stormwater Drainage Management Fund ($287,700) (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 sewer and storm drain camera repair services, parts, and accessories for the Water Utilities Department. The service providers inspect sewer and storm drain cameras for structural integrity and/or failures. Additionally, as part of the structural integrity inspection process, the Water Utilities Department use the cameras as a proactive measure to aid in preventative maintenance against build-up of debris in sewer and storm drains which can cause overflows.
These cameras aid in identifying potential drainpipe backups before they can occur which prioritizes maintenance. They also aid in cleaning and repairs ensuring drains operate at full capacity thus aiding in odor control and reduce the potential for localized flooding.
The City utilizes various types of cameras, some containing crawlers, cables, and winches in addition to 14 carriage/camera transporters, and 12 cable reel systems. Cameras and related equipment are serviced monthly due to the caustic environment in which the equipment is used. Normal damage is caused by caved in pipe, protruding lateral pipe cables, and frequent utilization.
A five-member committee from the following departments reviewed and evaluated the qualifications:
• Building Services Department (1)
• Department of Public Works (1)
• Water Utilities Department (2)
• 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:
• Experience 35 points
• Approach 30 points
• Cost 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 $17.82; the selected vendor meets this requirement.
PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS)
On August 8, 2018, the City Council authorized a three-year service price agreement for sewer and storm drain camera repair services, parts, and accessories with CLS Sewer Equipment Co., Inc., Green Equipment Company, and Reliability Point, LLC by Resolution No. 18-1049.
On March 9, 2022, the City Council authorized Supplemental Agreement No. 1 to increase the service contract with CLS Sewer Equipment Co., Inc., Green Equipment Company, and Reliability Point LLC for sewer and storm drain camera repair services, parts, and accessories for the Water Utilities Department by Resolution No. 22-0471.
FISCAL INFORMATION
|
Fund |
FY 2023 |
FY 2024 |
Future Years |
|
Dallas Water Utilities Fund |
$301,600.00 |
$420,000.00 |
$420,000.00 |
|
Stormwater Drainage Management Fund |
$ 0.00 |
$143,850.00 |
$143,850.00 |
|
Total |
$301,600.00 |
$563,850.00 |
$563,850.00 |
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 |
|
$1,429,300.00 |
Other Services |
N/A |
|
M/WBE Subcontracting % |
M/WBE Overall % |
M/WBE Overall Participation $ |
|
N/A |
N/A |
N/A |
|
• This item is Other Services which does not have an availability and disparity participation goal. |
|
• Green Equipment Company - Non-local; 0.00% Local • CLS Sewer Equipment Company - Non-local; 0.00% Local • Reliability Point LLC - Non-local; 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 proposals from solicitation number BVZ22-00019786. We opened them on July 29, 2022. We recommend the City Council award this service price agreement to the most advantageous proposers by lines. Information related to this solicitation is available upon request.
*Denotes successful proposers
Proposers Address Amount
*Green Equipment 2563 Gravel Drive Multiple Lines
Company Fort Worth, TX 76118
*CLS Sewer Equipment 726 South Sherman Street Multiple Lines
Co., Inc. Richardson, TX 75081
*Reliability Point LLC 12309 St. Helena Street Multiple Lines
Clinton, LA 77022
OWNERS
Green Equipment Company
Edgar L. Green, President
Zane S. Smith, Vice President
Carol Morris, Treasurer
CLS Sewer Equipment Co., Inc.
Jerry Sonnier, President
Jennifer Sonnier, Treasurer
Reliability Point LLC
Robert L Arnold Jr., President
Carl E. Eyman III, Vice-President