Ratify Expenditures and Authorize Execution of Agreement with High Sierra Electronics, Inc., for High Water Warning System Maintenance in an Annual Amount Up to $350,000.00 and Authorize Four Annual Renewal Options for the Transportation and Public Works Department (ALL COUNCIL DISTRICTS)

It is recommended that the City Council:

1.  Ratify expenditures of $100,000.00 incurred by the Transportation and Public Works Department for three months of high water warning system maintenance; and

2.  Authorize execution of an agreement with High Sierra Electronics, Inc., for high water warning system maintenance in an annual amount up to $350,000.00 and authorize four annual renewal options for the Transportation and Public Works Department.

The Transportation and Public Works Department (TPW) approached the Purchasing Division to procure an annual Agreement for the maintenance of the high water warning system.  The system consists of 52 low-water crossings with roadside warning lights, five lake monitoring sites, two weather stations and one stand-alone rain gauge site in the City of Fort Worth.  All bids received for the initial solicitation (Bid 17-0483) were rejected, Mayor and Council Communication (M&C P-12133) due to the bid specification not clearly specifying the necessary scoring criteria for the evaluation.  The current purchase order for high water warning system maintenance with High Sierra Electronics, Inc., was increased by $100,000.00 to cover interim services while the new bid process was being executed.  Staff requests that Council ratify expenditures in an amount up to $100,000.00.

Staff issued a revised Invitation to Bid (ITB) consisting of detailed specifications listing materials and specifications to 23 related vendors.  The Bid was advertised in the Fort Worth Star-Telegram on January 3, 2018, January 10, 2018 and January 17, 2018.  The City received one bid.  See attached Bid Tabulation.

Staff recommends awarding a one-year contract to High Sierra Electronics, Inc., with four one-year options to renew.  No guarantee was made regarding the amount of these services that would be purchased.  The Bid amount is $310,810.72.  An additional $39,189.28 is being requested for contingency purposes.  The proposed contract would allow the unit price to be increased so long as the City approves the increase.  In addition, an administrative change order or increase may be made by the City Manager in the amount up to $50,000.00 and does not require specific City Council approval as long as sufficient funds have been appropriated.

The unit prices are an average of eleven percent higher than contract awarded in February 2014 (M&C P-11625).  Staff reviewed the pricing and found pricing to be fair and reasonable.

M/WBE OFFICE - A waiver of the goal for MBE/SBE subcontracting requirements was requested by the Purchasing Division and approved by the M/WBE Office, in accordance with the BDE Ordinance, because the purchase of goods or services is from sources where subcontracting or supplier opportunities are negligible.  

Upon City Council approval, the Agreement shall begin upon execution of the Agreement and shall end one year from that date.