S78–L29962: Approve an ordinance authorizing a derivative agreement with Rubicon Global, LLC. for an automated vehicle tracking, routing and performance management system through the Houston-Galveston Area Council (H-GAC) in the total amount of $993,328.05 for the Solid Waste Management Department.
Specific Explanation:
The Interim Director of the Solid Waste Management Department and the Chief Procurement Officer recommend that City Council approve and authorize a derivative agreement in the maximum contract amount not to exceed $993,328.05 for the first year of the contract. The contract has a three-year initial term with two one-year renewal terms for a total potential 5-years for an automated vehicle tracking, routing and performance management system through the Houston-Galveston Area Council for the Solid Waste Management Department (SWMD). SWMD will return to City Council at a later date for approval of spending authority for the remaining outyears of this contract. It is further requested that authorization be given to make purchases, as needed to Rubicon Global, LLC.
The scope of work requires the contractor to provide all required, development, implementation, design, testing, supervision, labor, materials, tools, equipment and insurance necessary to provide an automated vehicle tracking, routing and performance management system for solid waste and recycling vehicles for SWMD. Additionally, the contractor will provide licensing, hosting, maintenance, and tech support for the automated tracking, routing and performance management system.
The product is a cloud-based system capable of addressing specific needs of the SWMD including tracking and reporting, location, direction of travel, vehicle speed, as well as deliver near real-time metrics including, but not limited, to garbage collections for solid waste and recycling vehicles. The system will utilize the City’s Geographic Information System (GIS) to create a foundation for all mapping activities associated with this system combined with wireless communications and software to deliver real-time computer maps and an externally mounted out-of-vehicle camera system. The SWMD currently uses a manual process and an internal Solid Waste Performance Measurement Management (“Legacy”) system. Integration of the new system will improve reporting efficiency of the Solid Waste Management team allowing data driven corrective actions and process improvements.
This recommendation is made pursuant to subsection 271.102(c) of the Texas Local Government Code, which provides that "a local government that purchases goods or services from a cooperative purchasing program or organization satisfies any state law requiring the local government to seek competitive bids for the purchase of the goods or services.”
M/WBE Participation:
Rubicon Global, LLC has designated the below-named company as its certified M/WBE subcontractor.
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Sub-Contractor
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Type of Work
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M/WBE (%) Goal
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Above and Beyond Data Center Services, Inc
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Installation of Structured Cabling, Networks, Audio/Visual & Automation/Integration
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1.80%
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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, this procurement is exempt from the City’s ‘Pay or Play’ Program because the department is utilizing an Interlocal/Cooperative Purchasing Agreement for this purchase.
Hire Houston First:
This procurement is exempt from the City’s Hire Houston First Ordinance. Bids/proposals were not solicited because the department is utilizing an Interlocal/Cooperative Purchasing Agreement for this purchase.
Fiscal Note:
Funding for this item is not included in the FY2022 Adopted Budget. Therefore, a fiscal note is required as stated in the Financial Policies.
__________________________________ ___________________________________
Jerry Adams, Chief Procurement Officer Department Approval Authority
Finance/Strategic Procurement Division
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Estimated Fiscal Operating Impact
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Recurring or One-Time
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One-Time
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Fund Name
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FY2022
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Out Year
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Total
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SWD-General Fund
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$993,328.05
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$0
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$993,328.05
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Total
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$993,328.05
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$0
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$993,328.05
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