Presenter/Contact
Presenter
Debbie Kimball, Buyer
Contact Info
(830) 221-4081 - DKimball@nbtexas.org
Subject Header
SUBJECT:
Title
Approval to renew the following annual contracts, as allowed for by their contract language: Auditing Services; Cemetery Maintenance Services; Administrative Services for Healthcare-Dental; Administrative Services for Healthcare-Medical and Pharmacy; Supply and Service of Portable Toilets; Purchase of Vehicles; Landscape Maintenance Services for Parks & City Facilities; EMS Medical Supplies; Stop Loss Insurance; Administrative Services for NBFD ASPP program and Healthcare Consulting Services.
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BACKGROUND / RATIONALE:
On November 14, 2016, the City Council provided consent for a quarterly review and approval of renewals for various annual contracts that occur throughout the course of a fiscal year which are routine in nature and in accordance with the terms and conditions of the associated awarded contracts (which were originally approved by City Council). Quarterly approvals manage staff resources more efficiently as well as ensure compliance with the contracts’ terms and conditions. Contract renewals that have any requested modifications, such as a significant increase or decrease in services or costs, will continue to be presented to City Council for individual consideration as needed.
The City Council has previously reviewed and approved the following annual contracts for various goods and services utilized for City operations; the contracts described below require Council authorization for contract renewal. All goods and services have been competitively vetted, and contracts have subsequently been executed on various dates in previous years. All awarded contractors have provided satisfactory performance during the term of their associated contract.
Renewal of Annual Contract for Auditing Services:
• Goods/Services Provided: Independent auditing services for the performance of the City’s annual financial audit.
• City Department: Finance Department
• Solicitation Method: Competitive Sealed Proposal
• Contract Award Date: August 14, 2017
• Awarded Contractors: Belt Harris Pechacek, LLLP
• Modified Contract Expiration Date: September 30, 2021; with 1-year renewal option remaining
• Approximate Annual Cost of Services During Renewal Period: $66,567, factors such as additional audit requests may affect the total cost, but subsequent cost to the City is itemized in contract language.
Renewal of Annual Contract for Cemetery Maintenance Services:
• Goods/Services Provided: General caretaker and landscape maintenance services for Comal Cemetery and New Braunfels Cemetery.
• City Department: Parks and Recreation Department
• Solicitation Method: Request for Proposal
• Contract Award Date: September 12, 2011
• Awarded Contractors: Maintenance Management
• Modified Contract Expiration Date: September 30, 2021; with no renewal options remaining
• Approximate Annual Cost of Services During Renewal Period: $135,415
Renewal of Annual Contract for Administrative Services for Healthcare - Dental:
• Goods/services provided: Administration of Dental Benefit Plan for employees of the City of New Braunfels
• City Department: Finance Department
• Solicitation Method: Competitive Sealed Proposals
• Contract Award Date: October 1, 2018
• Awarded Contractor: Cigna Dental Health of Texas, Inc.
• Modified Contract Expiration Date: September 30, 2021; with 2, 1-year renewal options remaining
• Annual Cost of Services During Renewal Period: There is no administrative costs associated with Cigna Dental as this is a voluntary, fully insured product supported by employees.
Renewal of Annual Contract for Administrative Services for Healthcare - Medical and Pharmacy:
• Goods/services provided: Administration of Medical and Pharmacy Benefits Plan for employees of the City of New Braunfels
• City Department: Finance Department
• Solicitation Method: Competitive Sealed Proposal
• Contract Award Date: October 1, 2018
• Awarded Contractor: UnitedHealthcare
• Modified Contract Expiration Date: September 30, 2021; with 2, 1-year renewal options remaining
• Annual Cost of Services During Renewal Period: The administrative fee cost is $20.41 per employee. Annual spend will be dynamic each month based on the total number of employees enrolled in the plan. Anticipated annual cost to range between $166,000-$185,000.
Renewal of Annual Contract for Supply and Service of Portable Toilets:
• Goods/Services Provided: vendors to supply and service portable toilets as needed for City events.
• City Department: Citywide
• Solicitation Method: Invitation to Bids
• Contract Award Date: March 12, 2028
• Awarded Contractor(s): Big John Site Services (primary contractor) and Texas Disposal Systems
• Modified Contract Expiration Date: September 30, 2021; with one (1) remaining renewal option
Approximate Annual Cost of Services During Renewal Period: Services are procured by various departments on an as-needed basis. City has spent a total of $5,200 so far in FY19-20.
Renewal of Annual Contract for Purchase of Several Types of Vehicles:
• Goods/Services Provided: Purchase of several types of vehicles to include, but not be limited to, Police vehicles, passenger vehicles, vans, pickups, and specialty trucks for the City from manufacturer-authorized dealers.
• City Department: Citywide
• Solicitation Method: Competitive Sealed Proposal
• Contract Award Date: July 8, 2019
• Awarded Contractor(s): Griffith Ford Seguin, LLC; and Kahlig Enterprises d/b/a Bluebonnet Motors, Inc.
• Modified Contract Expiration Date: August 31, 2021; with one (1) remaining renewal option
• Approximate Annual Cost of Services During Renewal Period: Purchases occur based on a replacement schedule or in conjunction with new positions; therefore, the cost is incorporated into the appropriate replacement fund and/or departmental capital budget. City has spent a total of $1,147,712 to date in FY 2019-20.
Renewal of Annual Contract for Landscape Services - Parks & Facilities:
• Goods/Services Provided: Landscape services consisting of mowing, trimming, edging, shredding, herbicide and fertilizer application, mulch and flower bed maintenance as well as weed control. Services associated with this contract are limited to City designated parks and facilities
• City Department: Parks and Recreation Department
• Solicitation Method: Competitive Sealed Proposals
• Contract Award Date: October 1, 2019
• Awarded Contractors: Landscape Commander, LLC
• Modified Contract Expiration Date: September 30, 2021; with three (3) 1-year renewal options remaining
• Approximate Annual Cost of Services During Renewal Period: Approximately $164,000; factors such as weather may affect the frequency of services and subsequent cost to the City.
Renewal of Annual Contract for EMS Medical Supplies:
• Goods/services provided: Medical supplies, as needed by the City.
• City Department: Fire
• Solicitation Method: Invitation for Bids
• Contract Award Date: September 14, 2015
• Awarded Contractor: Bound Tree Medical LLC
• Modified Contract Expiration Date: September 30, 2021; with four (4) remaining l renewal options
• Annual Cost of Services During Renewal Period: $165,000
Renewal of Annual Contract for Stop Loss Insurance:
• Goods/Services Provided: Stop Loss Insurance coverage for the City.
• City Department: Finance Department
• Solicitation Method: Competitive Sealed Proposal
• Contract Award Date: October 1, 2018
• Awarded Contractors: UnitedHealthcare
• Modified Contract Expiration Date: September 30, 2021; with 2-year renewal option remaining
• Approximate Annual Cost of Services During Renewal Period: Actual health claim costs vary; however, the estimated annual contract cost will be $724,200 based on 546 employees. Costs are paid through the City’s Self-Insurance Fund.
Renewal of Annual Contract for Administrative Services on ASPP Program for NBFD:
• Goods/Services Provided: Approval, modeling and cost reporting for the Texas Ambulance Supplemental Payment Program (ASPP) in accordance with federal and state laws and regulations. Vendor provides cost accounting and reporting to the State’s Health and Human Services Commission which is crucial to participation of the program.
• City Department: Fire
• Solicitation Method: Professional Services
• Contract Award Date: February 18, 2018
• Awarded Contractors: Revenue Optimization Solutions LLP
• Modified Contract Expiration Date: September 30, 2023
• Approximate Annual Cost of Services During Renewal Period: The City will compensate at the rate of 4% of the revenue realized by the NB Fire Department from the Texas ASPP. Payment is made after the City receives payment from the State.
Renewal of Annual Contract for Healthcare Consulting Services:
• Goods/Services Provided: Services assist employees in making informed decisions and become better consumers of health care and ease the standard admin. burden associated with healthcare.
• City Department: Human Resources
• Solicitation Method: Quotes gathered by the City’s benefits consultant Holmes Murphy & Associates
• Contract Award Date: October 1, 2017
• Awarded Contractors: Alight Solutions Inc. (formerly Compass)
• Modified Contract Expiration Date: September 30, 2021; with automatic 1-year renewals with mutual consent between City and the contractor.
• Approximate Annual Cost of Services During Renewal Period: Cost for services is $5.00 per beneficiary per month. Cost will vary depending on number of participants
ADDRESSES A NEED/ISSUE IN A CITY PLAN OR COUNCIL PRIORITY:
|
X |
YES |
Strategic Priorities: |
9. Maintain fiscal stability of City operations |
FISCAL IMPACT:
Funding for all expenditures and contracts described above have been incorporated into the appropriate FY 2021 departmental budgets. Therefore, sufficient funds are available.
Recommendation
COMMITTEE RECOMMENDATION:
N/A
STAFF RECOMMENDATION:
Recommend approval.