Formal Bid Received on June 4, 2020 for S63-L29413 - Approve an ordinance awarding a contract to Bear Services, LP in an amount not to exceed $2,083,267.10 for Maintenance and Repairs of Fuel Dispensers and Automated Network Services for Fleet Management.
Specific Explanation:
The Director of the Fleet Management Department and the Chief Procurement Officer recommends that City Council approve an ordinance awarding a three-year contract, with two (2) one-year renewal options to Bear Services, L.P. on its sole bid meeting specifications for Maintenance and Repairs of Fuel Dispensers and Automated Network Services in the amount not to exceed $2,083,267.10 for the Fleet Management Department.
The scope of work requires the contractor to provide all supervision, labor and materials to provide repair services and maintenance to various fuel dispensers and automated networks. The contractor shall provide all replacement parts and equipment necessary to maintain and repair fuel dispensers, automated fuel systems, as well as liquid removal from any sump, containment or tank and other services needed for aboveground and underground storage tanks. The Contractor must be registered with the TCEQ (Texas Commission on Environmental Quality) as an Underground Storage Tank Contractor and hold an on-site supervisor License A and B. The contractor must be registered as an LPST (Leaking Petroleum Storage Tank) Correction Action Specialist and must have OSHA certification. The Contractor must be factory trained and certified with Multiforce Systems at various City locations. The Contractor shall have replacement parts readily available, and at the repair site during the repair visit. Services described shall be executed only upon issuance of a work request by an authorized representative of the Fleet Management Department (FMD). The Contractor shall perform on-site diagnostics and repair utilizing where possible, spare parts provided by the City. The Contractor will communicate with the MultiForce customer service group as necessary to identify and correct problems. The operation of the fuel equipment is essential in the daily operation of all City departments and adherence to the response time for Standard and Emergency Service is a critical issue.
This Invitation to Bid (ITB) was advertised in accordance with the requirements of the State of Texas bid laws. Prior to issuing the solicitation, the Strategic Procurement Division canvassed the City’s registered vendor data base, as well as the market, to identify potential bidders who could possibly provide the type of services needed. Several prospective respondents downloaded the solicitation from SPD’s e-bidding website, and one response was received. Subsequent to the receipt of the response, prospective bidders were contacted to determine the reason for the limited response to the ITB. Potential bidders advised that they did not have the resources required to fulfill the scope of work completely.
|
|
Company
|
Bid Amount
|
|
1.
|
Bear Services, LP
|
$ 2,083,267.10
|
M/WBE Subcontracting:
This Invitation to Bid was issued as a goal-oriented contract with an 11% MWBE participation level. Bear Services L.P. has designated the below-named company as its certified MWBE subcontractor.
|
SUBCONTRACTOR
|
TYPE OF WORK
|
AMOUNT
|
%
|
|
Holcomb Environmental Oil Services LLC
|
Water disposal and vacuum truck services
|
$229,159.39
|
11%
|
Pay or Play Program:
The proposed contract requires compliance with the City's 'Pay or Play' ordinance regarding health benefits for employees of City contractors. In this case, the contractor has elected to play by providing health benefits to each covered employee in compliance with City policy.
Hire Houston First:
The proposed contract requires compliance with the City’s “Hire Houston First” (HHF) ordinance that promotes economic opportunity for Houston businesses and supports job creation. In this case Bear Services L.P. does not meet the requirements for HHF designation.
Fiscal Note:
Funding for this item is included in the FY2021 Adopted Budget. Therefore, no Fiscal Note is required as stated in the Financial Policies.
|
_________________________________
|
__________________________________
|
|
Jerry Adams, Chief Procurement Officer
|
Department Approving Authority
|
|
Finance/Strategic Procurement Division
|
|
|
Estimated Spending Authority
|
|
|
Department
|
FY21
|
Out-Years
|
Total Amount
|
|
Fleet Management Department
|
$348,930.23
|
$1,734,336.87
|
$2,083,267.10
|