RCA - Big Truck Rental, LLC — original pdf

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RCA Cover Sheet for ZWAC-Revised May 2022 TRUCK RENTAL SOLICITATION # (COOPERTIVE AGREEMENT) ZWAC: 05/08/2024 Council: 05/30/2024 OVERVIEW 1. Requested Contract Term, Authorization, and Current Budget Length of contract and total authorization: Authorize the execution of a contract for Truck Rentals with Big Truck Rental, LLC d/b/a Big Truck Rental, for a term up to one year in the amount not to exceed $596,000. ARR current fiscal year budget: Funding in the amount of $350,000 is available in the Fiscal Year 2023-2024 Operating Budget of Austin Resource Recovery. Funding for the remaining contract term is contingent upon available funding in future budgets. 2. Solicitation Information Solicitation No: Omnia Partners National Cooperative #201900319 # of bids received: 1 # of non-responsive bids received: 0 Length of time solicitation was out on the street: Cooperative Agreement Was the time extended? n/a Issued date: n/a Closed date: n/a 3. Previous Contract Information Previous contract: Emergency Contract for Truck Rental Contract number: CT 1500 24030400302 Contract length and authorization: Contract in the amount not to exceed $68,000 shall remain in effect until the earliest of when the deliverables set forth in the contract are complete or the City terminates the Contract. Contract actual spend: $45,701.50 Current status: Active Contract execution date: 3/07/2024 Contract expiration date: n/a 4. Notes/Other An ongoing national shortage of parts, supply chain issues, labor shortages and availability of new equipment have impacted Austin Resource Recovery’s ability to maintain and deploy the required RCA Cover Sheet for ZWAC-Revised May 2022 number of collections vehicles to provide the City mandated service levels. In order to meet the needs of the City, ARR needs these truck rentals to supplement the current fleet. The requested authorization is based on historical spend and departmental estimates of future needs. The recommended contractor is the previous provider for these services. Multiple cooperative purchase programs were reviewed for these services. The Financial Services Department and Austin Resource Recovery have determined that Big Truck Rental, a member of Omnia Partners best meets the needs of Austin Resource Recovery to provide these services required for the City. Omnia Partners is a cooperative purchasing association was recognized under Texas procurement statutes. Cooperative associations, themselves or using a lead government, competitively solicit and award contracts that are eligible for use by other qualified state and local governments. Due to their substantial volumes, larger than any one government could achieve independently, cooperative contracts routinely include superior terms, conditions, and pricing. Use of cooperative contracts also results in lower administrative costs and time savings. If a contract is not secured, ARR will experience severe disruptions, delays or suspensions of mandated curb-side collection services and cause an unnecessary risk to public health and safety within the City of Austin. REVIEWED AND APPROVED FOR ZWAC Name Compiled By: Lisa Mendoza Reviewed By: End-user/Contract Manager: Raymond Benavidez Date 5/1/2024  COUNCIL DATE: 05/02/2024 CITY OF AUSTIN RECOMMENDATION FOR COUNCIL ACTION VENDOR: BIG TRUCK RENTAL, LLC D/B/A BIG TRUCK RENTAL SUBJECT: Authorize negotiation and execution of a contract for Truck Rental with Big Truck Rental, LLC d/b/a Big Truck Rental, for a term of up to one year in an amount not to exceed $596,400. MBE/WBE: This procurement was reviewed for subcontracting opportunities in accordance with City Code Chapter 2-9B (Minority- Owned and Women-Owned Business Enterprise Procurement Program). For the services required for this procurement, there were no subcontracting opportunities therefore, no subcontracting goals were established. LEAD DEPARTMENT: Financial Services Department CLIENT DEPARTMENT: Austin Resource Recovery FISCAL NOTE: Funding in the amount of $350,000 is available in the Fiscal Year 2023-2024 Operating Budget of Austin Resource Recovery. Funding for the remaining contract term is contingent upon available funding in future budgets. PURCHASING: Multiple cooperative purchase programs were reviewed for these services. The Financial Services Department and Austin Resource Recovery have determined this contractor best meets the needs of Austin Resource Recovery to provide these services required for the City. PRIOR COUNCIL ACTION: FOR MORE INFORMATION CONTACT: Direct questions regarding this Recommendation for Council Action to the Financial Services Department – Central Procurement at: FSDCentralProcurementRCAs@austintexas.gov or 512-974-2500. BOARD AND COMMISSION ACTION ADDITIONAL BACKUP INFORMATION (RCA BODY) The contract will provide equipment rentals and related products on an as-needed basis for the Austin Resource Recovery Department (ARR). An ongoing national shortage of parts, supply chain issues, labor shortages and availability of new equipment has impacted Austin Resource Recovery’s ability to maintain and deploy the required number of collections vehicles to provide the City mandated service levels. In order to meet the needs of the City, ARR needs these rentals to supplement the current fleet. Contract Detail: MULTIPLE CONTRACTS Contract Term Initial Term Optional Extension 1 TOTAL Note: Contract Authorization amounts are based on the City’s estimated annual usage. Contract Authorization $350,000 $246,400 $596,400 Length of Term 8 mos 4 mos 1 yr. Revised 1/2024 1  COUNCIL DATE: 05/02/2024 CITY OF AUSTIN RECOMMENDATION FOR COUNCIL ACTION VENDOR: BIG TRUCK RENTAL, LLC D/B/A BIG TRUCK RENTAL The contract replaces a contract that expired on February 6, 2024. Requested authorization is based on historical spend and departmental estimates of future needs. The recommended contractor is the previous provider for these services. Omnia Partners is a cooperative purchasing association recognized under Texas procurement statutes. Cooperative associations, themselves or using a lead government, competitively solicit and award contracts that are eligible for use by other qualified state and local governments. Due to their substantial volumes, larger than any one government could achieve independently, cooperative contracts routinely include superior terms, conditions, and pricing. Use of cooperative contracts also results in lower administrative costs and time savings. If a contract is not secured, ARR will experience severe disruptions, delays or suspensions of mandated curb-side collection services and cause an unnecessary risk to public health and safety within the City of Austin. Revised 1/2024 2  City of Austin Purchasing Office Certificate of Exemption for Professional Services, Public Health and Safety or Other Exempt Purchase (Non-Competitive) DATE: February 9, 2024 DEPT: Austin Resource Recovery TO: Purchasing Officer or Designee FROM: Richard McHale, Director, ARR PURCHASING POC: Lisa Mendoza, ARR PHONE: 512.974.1960 Chapter 252 of the Local Government Code requires that municipalities comply with the procedures established for competitive sealed bids or proposals before entering into a contract requiring an expenditure unless the expenditure falls within an exemption listed in Section 252.022. Refer to Local Government Code 252.022 for a complete list of exemptions: Link to Local Government Code The City has selected a vendor for contract award and declares the competitive solicitation procedures in Local Government Code Chapter 252.022 to be exempt for this procurement. This Certificate of Exemption is hereby executed and filed with the Purchasing Office as follows: 1. The undersigned is authorized and certifies that the following exemption is applicable to this procurement. Please check the criteria listed below that applies to this request: ☐ A procurement made because of a public calamity that requires the immediate appropriation of money to relieve the necessity of the municipality’s residents or to preserve the property of a municipality.  A procurement necessary to preserve or protect the public health or safety of the municipality’s ☐ A procurement necessary because of unforeseen damage to public machinery, equipment, or other residents. property. ☐ A procurement of personal, professional, or planning services ☐ Other exemption from Chapter 252.022: _________________________________________ Page 1 of 4  2. Describe this procurement • What it is for and why it is needed? See below in NOTES section • Describe the following (as applicable): o For Public Calamity, Public Health and Safety, Unforeseen Damage to Public Machinery or Equipment, or Critical Business Need Exemptions:  Provide description of the event leading to the procurement and a business justification for this purchase.  What would be the impact to department operations and the community if this purchase was not made?  How and why this vendor was selected? o For Professional, Personal, or Planning Service Exemptions:  Why is the vendor the most qualified to provide the services?  Does this vendor have a history of working with the City? If so, was it on this particular service?  Will this procurement be component of a larger service or phases of service?   Does the vendor hold an M/WBE certification with the City, a HUB certification with Is the vendor a City of Austin local vendor? the State of Texas, or any other minority or women owned certifications?  What qualifications, certifications, or specialized training does the vendor have?  What is the impact if a contract is not secured with this particular vendor (loss of project timeline, loss of funding etc.)?  What other vendors can provide these services and why are they not the best fit for the contract? o For Other Exceptions from Chapter 252.022:  Explain the circumstances of the procurement.  See below in NOTES section o Prices were determined to be reasonable based on the following (select all that apply): ☒ ☐ Prices are established under a current Cooperative contract. Prices are the same or similar to current City contract. Notes: At a minimum, note the City of Austin contract number and title. Prices are the same or similar to current contract with another government. Notes: At a minimum, note the contract number, title and government that created the contract. Prices are on a current and publicly available list price, for the same or similar products, available to all government and commercial customers. Notes: At a minimum, note the list price title, source of the list price (catalog and catalog publish date or web address and download date). Prices are established by law or regulation. Notes: At a minimum, note the legal or regulatory reference that established the prices. ☐ ☐ ☐ ☐ Other means of determining Price Reasonableness. Notes: Describe any other source that was used to establish Price Reasonableness. * The questions in the form are designed to justify why this purchase should be exempt from a competitive procurement process. Failure to provide adequate documentation to substantiate the request may lead to the request being rejected. Page 2 of 4  NOTES What it is for and why it is needed? National parts supply chain issues, delays with truck repairs, and availability of new equipment has severely impacted Austin Resource Recovery’s ability to maintain and deploy the required number of collections vehicles to provide the City of Austin-mandated service levels. What would be the impact to department operations and the community if this purchase was not made? Failure to acquire these vehicles will cause severe disruptions, delays or suspensions of mandated collection services and cause an unnecessary risk to public health and safety within the City of Austin. How and why this vendor was selected? The vendor with the amount and type of equipment required was selected under a current Cooperative contract. Explain the circumstances of the procurement. Contract Number: Contract Title: Contract Date: Contract between: ARR CT Num for Ref: OMNIA Partners National Cooperative Contract #2019000319; Refuse Truck Rentals and Related Products and Services; November 1, 2018; Charlotte, North Carolina; Big Truck Rental, LLC 1500 23031700291 Page 3 of 4 3. Forward the completed and signed Certificate of Exemption to the Purchasing Office along with the following documentation: schedule  Scope of Work or Statement of Work (if applicable)  Vendor’s proposal/quote (if applicable) ☐ Project timeline with associated tasks, schedule of deliverables or milestones, and proposed payment ☐ Professional resumes, certifications, and/or licenses (Professional, Personal or Planning Services Only)  Other supporting documentation 4. Because of the above facts and supporting documentation, the City of Austin exempts this procurement from Local Government Code Chapter 252 and intends to contract with: (Vendor Name): Big Truck Rental, LLC for (Description of Procurement): Truck Rental 5. Check the contract type (one-time or multi-term) and fill in the dollar amount and term as applicable: ☐This is a one-time request for $__________________ This is a multi-term contract request for eight (8) (# months for base term) in the amount of $350,000 with one (1) (# of renewal options) for $246,400 each for a total contract amount of $596,400 Recommended Certification Originator Date Approved Certification Department Director or designee Date (For Austin Energy, Deputy General Manager or designee) (For Austin Energy, General Manager or designee*) * Only needed for procurements requiring Council approval) Assistant City Manager or designee* Date Purchasing Office Review Authorized Purchasing Office Staff Purchasing Office Management Review (If required due to signature authority level) Purchasing Officer or designee Date Date Page 4 of 4