Presenter/Contact
Presenter
Jennifer Gates, Buyer
Contact Info
(830) 221-4383 - JGates@nbtexas.org
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SUBJECT:
Title
Approval of the renewal of annual contracts for alarm management services and for the purchase of road construction materials.
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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.
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 the Purchase of Road Construction Materials:
• Goods/services provided: Purchase of road construction materials such as asphalt, base material, concrete, and crushed stone.
• City department: citywide
• Solicitation method: Invitation for Bid
• Contract award date: April 28, 2014
• Awarded contractors: Brauntex Materials (primary contractor), Cemex, Century Asphalt, Ltd. (secondary contractor), and Lhoist North America.
• Contract expiration date: April 30, 2018; with one additional renewal option remaining
• Annual cost of services during renewal period: Cost is estimated as the materials are purchased on an as-needed based. Funding has been incorporated into the appropriate FY 2016-17 departmental budgets as needed; City has spent $140,963 fiscal year to date.
Renewal of Annual Contract for Alarm Management Services:
• Goods/services provided: Operation of the False Alarm Reduction Program provided by the awarded contractor. The program includes a False Alarm Management Solution to provide an interface to upload data from the New Braunfels’ Police Department, computer-aided dispatch system and GIS, and billing and payment collection services in accordance with the rates established by the City’s alarm ordinance.
• City department: Police Department
• Solicitation method: Request for Proposal
• Contract award date: May 13, 2013
• Awarded contractor(s): PM AM Corporation
• Contract expiration date: May 31, 2018; with no renewal options remaining.
• Annual cost of services during renewal period: Awarded contractor has agreed to renew the contract with no change in the initially awarded revenue sharing agreement of 20% to the company and remitting the remaining 80% to the City for alarm violations and permit fees. The City has received an average of $110,000 per year since 2013.
ADDRESSES A NEED/ISSUE IN A CITY PLAN OR COUNCIL PRIORITY:
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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 2016-17 departmental budgets as needed. Therefore, sufficient funds are available.
Recommendation
COMMITTEE RECOMMENDATION:
N/A
STAFF RECOMMENDATION:
Staff recommends approval of the renewal of annual contracts for alarm management services and for the purchase of road construction materials.