Request for Proposals received March 21, 2019 for S17-T28817 - Approve an ordinance awarding a contract to USA Fleet Solutions for a maximum contract amount of $1,503,960.00 for vehicle tracking services for the Houston Health Department.
Specific Explanation:
The Director of the Houston Heath Department (HHD) and the Chief Procurement Officer recommend that City Council approve an ordinance awarding a three (3) year contract with two (2) one-year options to USA Fleet Solutions for a maximum contract amount of $1,503,960.00 for vehicle tracking services for HHD. The HHD Director may terminate this contract at any time upon giving thirty (30) days written notice to the contractor.
The scope of work requires the contractor to provide a cloud-based turnkey integrated automated vehicle tracking system for HHD that will replace the existing passive radio-frequency identification (RFID) system. The services will include tracking and location reporting with graphical display as well as delivering real-time data concerning visits to commissaries for approximately 1,200 food trucks regulated by the HHD Environmental Division.
The Request for Proposals (RFP) was advertised in accordance with the requirements of the State of Texas bid laws. As a result, proposals were received from the following firms: USA Fleet Solutions, CalAmp Wireless Networks Corporation, Clarke Power Services, Inc., Fleet Analytics LLC, GTS Technology Solutions, Infodat International, Inc., LB Technology, Inc., MarshallGIS, Sprint Solutions, Inc., Synovia Solutions LLC, UR International, Inc. Woodpecker Microsystems LLC, Teletrac Navman US Ltd., ThingTech, WestCoast GPS Tracking LTD.
The evaluation committee consisted of members from HHD and Houston Information Technology Services. The proposals were evaluated based upon the following criteria:
1. Responsiveness of Proposal
2. Technical Competence
3. System Services
4. Cost
After a detailed evaluation, USA Fleet Solutions received the highest score overall and is best qualified to perform the required services outlined in the RFP.
Several factors caused this procurement timeline to far exceed that of a standard procurement, including lengthy contract negotiations, the negotiation of an end user license agreement, and the gathering of vendor documentation.
MWBE Participation:
MWBE Zero-Percentage Goal document approved by the Office of Business Opportunity.
Hire Houston First:
This contract requires compliance with the City's Hire Houston First ordinance which promotes economic opportunity for Houston businesses and supports job creation. USA Fleet Solutions is not a designated company therefore the HHF preference was not applied to the award of the contract.
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.
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Jerry Adams, Chief Procurement Officer Department Approval Authority
Finance/Strategic Procurement Division
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Estimated Spending Authority
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Department
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FY21
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Out Years
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Total
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Houston Health Department
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$180,000.00
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$1,323,960.00
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$1,503,960.00
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