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: Stop Loss Insurance; Litter Removal Services from City Parks; ESO Solutions Software Renewal and Litter and Floating Vegetation Removal - River 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 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, 2020; with 3-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. The stop loss level will increase from $150,000 to $175,000, with a 12.1% savings over last year. Costs are paid through the City’s Self-Insurance Fund.
Renewal of Annual Contract for Litter Removal from Parks:
• Goods/Services Provided: Litter pickup services from various City parks.
• City Department: Parks and Recreation Department
• Solicitation Method: Request for Proposal
• Contract Award Date: December 10, 2018
• Awarded Contractors: Pristine Texas Rivers Inc.
• Modified Contract Expiration Date: November 30, 2020; with three (3) renewal options remaining
• Approximate Annual Cost of Services During Renewal Period: $140,000; factors such as weather or events may affect the frequency of services and subsequent cost to the City.
Renewal of Annual Contract for ESO Solutions Software:
• Goods/Services Provided: sole-source customized EMS billing interface software used by the New Braunfels Fire Department.
• City Department: Fire Department
• Solicitation Method: Sole-Source
• Contract Award Date: November 13, 2017
• Awarded Contractors: ESO Solutions Inc.
• Modified Contract Expiration Date: November 27, 2020; with renewal options available
• Approximate Annual Cost of Services During Renewal Period: Approximately $40,170.
Renewal of Annual Contract for Litter and Floating Vegetation Removal from Rivers:
• Goods/Services Provided: Litter pickup and floating vegetation removal, above water and underwater from rivers.
• City Department: Parks and Recreation Department, River Operations Division
• Solicitation Method: Competitive Sealed Proposal
• Contract Award Date: January 23, 2017
• Awarded Contractors: Pristine Texas Rivers Inc.
• Modified Contract Expiration Date: December 31, 2020; with one, 12-month renewal option remaining
• Approximate Annual Cost of Services During Renewal Period: Approximately $171,000; factors such as weather or events may affect the frequency of services and subsequent cost to the City.
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 departmental budgets. Therefore, sufficient funds are available.
Recommendation
COMMITTEE RECOMMENDATION:
N/A
STAFF RECOMMENDATION:
Staff recommends the approval to renew the following annual contracts, as allowed for by their contract language: Stop Loss Insurance; Litter Removal Services from City Parks; ESO Solutions Software Renewal and Litter and Floating Vegetation Removal - River Services.