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HomeMy WebLinkAbout2018-06-12 - AGENDA REPORTS - AWARD CONTR FOR FUEL AND FLUID MGMT - TMF TO S&A S (2)19 The fuel and fluid management software currently in use at the TMF, which is over 12 years old, has reached its end of life and is no longer supported by the manufacturer. No other third-party integrator of the Fleetwatch system, the required software upgrade is only available from S & A Systems, Inc. While there are other manufacturers that can supply fuel management systems, the physical components already in place at the TMF, such as the in-ground loop and fuel-island monitoring stations, are proprietary to the Fleetwatch fuel and fluid management system. By purchasing the software upgrade and related equipment from S & A Systems Inc., the City would avoid replacement of the entire system. This approach would result in lower costs and an abbreviated installation timeline compared to the complete replacement of the system. It would also minimize the impact on the day-to-- Competitive Procurement justification has been drafted and is attached. ALTERNATIVE ACTION 1. Direct staff to issue a bid for a new fuel management system. 2. Other action as determined by the City Council. FISCAL IMPACT There is no fiscal impact to the General Fund. The appropriation of $201,085 in federal and local transit grant funds will cover the total contract amount. ATTACHMENTS FTA-Sole Source Justification Letter for Fuel Management System Page 2 Packet Pg. 271 19.a FUEL MANAGEMENT SYSTEM NON-COMPETITIVE PROCUREMENT SUBJECT: Purchase and installation of the management fuel system with S & A Systems, Inc. Single Source Justification: The purpose of this letter is to provide justification for the use of a non-competitive procurement process in the purchase and installation of the fuel management system with S & A Systems, Inc. Reference: FTA Circular 4220.1F, VI.3.i Procurement By Noncompetitive Proposals (Sole Source): Sole Source procurements are accomplished through solicitation or acceptance of a proposal from only one source, or after solicitation of a number of sources, competition is determined inadequate. A contract amendment or change order that is not within the scope of the original contract is considered a sole source procurement that must comply with this subparagraph. Procurement by noncompetitive proposals may be used only when the award of a contract is infeasible under small purchase procedures, sealed bids, or competitive proposals and when the recipient requires supplies or services available from only one responsible source, and no other supplies or services will satisfy its requirements. Examples include: Unique Capability or Availability. The property or services are available from one source if one of the conditions described below is present: (1) Unique or Innovative Concept. The offeror demonstrates a unique or innovative concept or capability not available from another source. Unique or innovative concept means a new, novel, or changed concept, approach, or method that is the product of original thinking, the details of which are kept confidential or are patented or copyrighted, and is available to the recipient only from one source and has not in the past been available to the recipient from another source. (2) Patents or Restricted Data Rights. Patent or data rights restrictions preclude competition. (3) Substantial Duplication Costs. In the case of a follow-on contract for the continued development or production of highly specialized equipment and major components thereof, when it is likely that award Attachment: FTA-Sole Source Justification Letter for Fuel Management System (Fuel and Fluid Management System) to another contractor would result in substantial duplication of costs that are not expected to be recovered through competition. Packet Pg. 272 19.a (4) Unacceptable Delay. In the case of a follow-on contract for the continued development or production of a highly specialized equipment and major components thereof, when it is likely that award to another contractor would result in unacceptable delays in fulfilling the Single Sole Source Justification In 2005, during the procurement for the federally funded construction project of the Transit Maintenance Facility (TMF) the City purchased and installed the S & A Systems, Inc. system that is used to monitor and manage fuel and fluid for the Transit fleet. S & A Systems, Inc. is the original equipment manufacturer of the fuel and fluid management systems and related equipment which operates on proprietary software and firmware. The software upgrade will integrate with the existing vehicle monitoring system and equipment. The current fuel management system software has reached its end of life and is no longer supported. No other agency or third-party support is available for the maintenance and support of this software or firmware. As the software developer and integrator, the required software upgrade is only available to the City from S & A Systems, Inc. While there are other manufacturers that can supply fuel management systems, the physical components such as the in ground loop and fuel island stations are already in place at the Transit Maintenance Facility these components will integrate with the upgrading if the system, by purchasing the software and equipment from S & A Systems, Inc. the City would avoid replacement of the entire system, which would result in higher costs and potential operational impacts. Conclusion: On the basis of the justification provided above, S & A Systems, Inc. is uniquely positioned to supply the required fuel management system. Attachment: FTA-Sole Source Justification Letter for Fuel Management System (Fuel and Fluid Management System) Packet Pg. 273 20 Agenda Item: 20 CITY OF SANTA CLARITA AGENDA REPORT CONSENT CALENDAR CITY MANAGER APPROVAL: DATE: June 12, 2018 SUBJECT: PARKS JANITORIAL SERVICE CONTRACT AUTHORITY INCREASE DEPARTMENT: Neighborhood Services PRESENTER: Susan Nelson RECOMMENDED ACTION City Council: 1. Approve a contract authorization increase in the amount of $183,195 for Fiscal Year (FY) 2018-19, for a total contract amount not to exceed $1,010,912 plus Consumer Price Index (CPI), and $76,317 for FY 19-20 for a total contract amount not to exceed $1,087,229 plus CPI, to the current janitorial services contract with Servicon Systems, Inc. for an increase in janitorial services at City park facilities. 2. Authorize the City Manager or designee to execute all contracts and associated documents, or modify the award in the event that issues of impossibility of performance arise, and execute all documents subject to City Attorney approval. BACKGROUND On September 27, 2016, the City Council awarded a contract to Servicon Systems, Inc. to perform janitorial services for various City of Santa Clarita (City)-owned facilities for an amount not to exceed $827,717, plus Consumer Price Index adjustments. Servicon Systems, Inc. provides janitorial services to the City park facilities to clean and sanitize the restrooms and recreation buildings at night when the parks are closed, minimizing impact to park patrons. Currently, the City contracts janitorial services for six days of the week. Parks Maintenance staff cleans the restrooms and recreation buildings the seventh day not serviced by maintenance activities to attend to the cleaning needs of the 26 sites on the day not serviced by the contracted janitors. Staff addresses the cleaning needs of all sites during the day, when parks are open to the community. The restrooms are more efficiently and effectively cleaned while the Page 1 Packet Pg. 274