Request for Proposals for S69-T25725 – Approve an ordinance awarding a contract to Unique Management Services, Inc. for a total amount not to exceed $600,000.00 for Library Collection and Recovery Services for Houston Public Library.
Specific Explanation:
The Director of the Houston Public Library and the Chief Procurement Officer recommend that City Council approve an ordinance awarding a three (3) year contract with two, one-year options to Unique Management Services, Inc. in a total amount not to exceed $600,000.00 for library collection and recovery services for the Houston Public Library. The Chief Procurement Officer and/or the Director of the Houston Public Library may terminate the contract at any time upon 30-days written notice to the contractor.
The scope of work requires Unique Management Services, Inc. to provide all supervision, labor, equipment, materials, and supplies necessary to generate and distribute overdue notices, billing notices, statements of account, and similar notices to patrons of the Houston Public Library and to establish procedures for patrons to pay all fines and fees levied and to recover overdue materials. Revenue contract with contingency fee pricing of 22.5% for material recovery shall be firm for the course of the contract. Overdue and bill notices pricing is $0.671 per print circulation. Telephone messaging notices pricing is $0.15 per successful notice.
Required services/deliverables for this project include:
1) Perform all material recovery services.
2) Perform all collection activities.
3) Process and distribute all circulation notices.
The Request for Proposals (RFP) No. S69-T25725 was advertised in accordance with the requirements of the State of Texas bid laws. Twenty-six (26) prospective proposers downloaded the solicitation document from the Strategic Procurement Division’s e-bidding website and as a result, one (1) proposal was received from Unique Management Services, Inc. The Evaluation Committee (EC) was comprised of five members from the Houston Public Library. The proposal was evaluated based upon the following criteria:
1. Responsiveness of Proposal
2. Technical Competence
3. Price Proposal
Unique Management Services, Inc. received the highest overall score and deemed the best qualified to perform the requests as outlined in the RFP.
This item was presented to the Budget and Fiscal Affairs Committee on October 4, 2016.
Pay or Play Program:
The proposed contract requires compliance with the City's 'Pay or Play' ordinance. In this case, Unique Management Services, Inc. provides health benefits to eligible employees in accordance with the 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 Unique Management Services, Inc. is a designated HHF company, but they were the successful awardee without application of the HHF preference.
MWBE Participation:
MWBE Zero-percent goal document approved by Office of Business Opportunity.
Fiscal Note:
Funding for this item is included in the FY2017 Adopted Budget. Therefore, no Fiscal Note is required as stated in the Financial Policy Ord. 2014-1078.
______________________________________ ___________________________________
John J. Gillespie, Chief Procurement Officer Department Approval Authority Signature
Finance/Strategic Procurement Division
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Estimated Spending Authority
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DEPARTMENT
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FY2017
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OUT YEARS
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TOTAL
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Houston Public Library
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$120,000.00
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$480,000.00
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$600,000.00
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