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Exhibit 1 - Agenda Information SheetCity of Denton _____________________________________________________________________________________ AGENDA INFORMATION SHEET DEPARTMENT: Procurement & Compliance ACM: David Gaines DATE: April 6, 2021 SUBJECT Consider adoption of an ordinance of the City of Denton, a Texas home-rule municipal corporation, authorizing the City Manager, or their designee, to execute a contract with John D. Sims, dba Industrial Contamination Extraction Service Inc. (ICES), for fuel island equipment repair and annual maintenance services for the Fleet Services Department; providing for the expenditure of funds therefor; and providing an effective date (RFP 7502 – awarded to John D. Sims, dba Industrial Contamination Extraction Service Inc. (ICES), for three (3) years, with the option for two (2) additional one (1) year extensions, in the total five (5) year not-to-exceed amount of $105,000.00). INFORMATION/BACKGROUND The City currently operates two (2) fuel sites for the fueling of vehicles and equipment. These sites store, dispense and provide the infrastructure to track all liquid fuel transactions for Unleaded, Diesel, and Biodiesel fuels. Approximately $2.5M in fuel transactions are processed annually. Minor repairs to fuel island equipment such as hoses, fittings, break-away couplings, etc. are performed by Fleet employees. Fleet frequently contracts the inspection, service, and maintenance of these sites to an outside vendor or vendors on an as-needed basis. As the fueling infrastructure ages, and regulations governing the storage and dispensing of liquid fuels change, repairs become more frequent and costly. Texas Commission on Environmental Quality (TCEQ) regulations specify annual line tightness testing, Sump testing, vapor recovery system testing, and quarterly inspections which are all contracted through qualified vendors. There are an estimated $40,000 in required TCEQ upgrades to fuel island equipment included in the final amount. Expense Category Estimated 5-Year Expenditure Annual Service - $12,000 60,000 TCEQ upgrades 40,000 5% contingency for additional support hours 5,000 Total: $105,000 Requests for Proposals was sent to 60 prospective suppliers, including eight (8) Denton firms, of this item. In addition, specifications were placed on the Materials Management website for prospective suppliers to City Hall 215 E. McKinney Street Denton, Texas www.cityofdenton.com download and advertised in the local newspaper. Two (2) proposals were received and were evaluated based upon published criteria including delivery, compliance with specifications, probable performance, and price. Best and Final Offers (BAFO) were requested from both firms. Based upon this evaluation, John D. Sims, dba Industrial Contamination Extraction Service Inc. (ICES) was ranked the highest and determined to be the best value for the City. NIGP Code Used for Solicitation: 928 - (Service Only) - Equipment Maintenance and Repair Services for Automobiles, Trucks, Trailers, Transit Buses, and Other Vehicles Notifications sent for Solicitation sent in IonWave: 60 Number of Suppliers that viewed Solicitation in IonWave: 7 HUB-Historically Underutilized Business Invitations sent out: 2 SBE-Small Business Enterprise Invitations sent out: 17 Responses from Solicitation: 2 RECOMMENDATION Award a contract with John D. Sims, dba Industrial Contamination Extraction Service Inc. (ICES), for fuel island equipment repair and annual maintenance services for the Fleet Services Department, in a three (3) year, with the option for two (2) additional one (1) year extensions, in the total five (5) year not-to-exceed amount of $105,000. PRINCIPAL PLACE OF BUSINESS John D. Sims, dba Industrial Contamination Extraction Service Inc. (ICES) Keller, TX ESTIMATED SCHEDULE OF PROJECT This is an initial three (3) year contract with options to extend the contract for two (2) additional one (1) year periods, with all terms and conditions remaining the same. FISCAL INFORMATION These items/services will be funded from Fleet Services Operation Funds. EXHIBITS Exhibit 1: Agenda Information Sheet Exhibit 2: Pricing Evaluation Exhibit 3: Ordinance and Contract Respectfully submitted: Lori Hewell, 940-349-7100 Purchasing Manager For information concerning this acquisition, contact: Terry Kader, 940-349-8729. Legal point of contact: Marcella Lunn at 940-349-8333.