Items 2-9: Draft RCAs — original pdf

Backup

Item 2 Posting Language ..Title Authorize negotiation and execution of an emergency multi-term contract with Waste Management of Texas Inc., to provide collection, transportation, processing, and disposal of refuse, recycling, brush, and compostable materials generated by City facilities, for up to one year in an amount not to exceed $1,068,000. (Note: Contract is exempt from the City Code Chapter 2-9C Minority Owned and Women Owned Business Enterprise Procurement Program; therefore, no subcontracting goals were established). ..Body Lead Department Purchasing Office. Client Department(s) All City departments. Purchasing Language: Public Health and Safety Emergency. Prior Council Action: Fiscal Note Funding is available in the Fiscal Year 2019-2020 Operating Budget of various City departments. For More Information: Inquiries should be directed to the City Manager’s Agenda Office, at 512-974-2991 or AgendaOffice@austintexas.gov or to Sandy Wirtanen, at 512-974-7711 or sandy.wirtanen@austintexas.gov. Council Committee, Boards and Commission Action: February 10, 2020 – To be reviewed by the Electric Utility Commission. February 12, 2020 – To be reviewed by the Zero Waste Advisory Commission. Additional Backup Information: The short-term contract will provide collection, transportation, processing, and disposal of refuse, recycling, brush, and compostable materials generated by City facilities until a new citywide contract can be executed. Austin Resource Recovery does not provide waste collection services to City facilities due to the type of equipment required. Under this contract, most collection containers will be serviced on a weekly basis, with some sites utilizing roll-off containers, compactors, and balers that will be serviced as-needed. Additionally, the contract will provide services for the management and disposal of industrial Class 2 and non-hazardous special wastes for Austin Energy (AE), as well as for other departments as needed. AE manages several facilities and work sites that generate non-hazardous liquid and solid wastes, generally through routine maintenance activities. In order to comply with federal, state, and local regulations, AE requires the turn-key services of a waste disposal contractor to transport and dispose of the industrial Class 2 and non-hazardous special waste generated. The current contract for these services expires on February 28, 2020. A solicitation for a new citywide contract for these services is currently under way and this temporary contract will prevent a lapse of these services until this new contract is in place. As the current provider of these services, the contractor is familiar with the work and with Austin’s Zero Waste goals and has a history of providing quality services to the City. The optional extension will only be used if the new contract has not yet been authorized. Contract Detail: Contract Term Initial Term Optional Extension 1 TOTAL Length of Term 6 months 6 months 1 yr. Contract Authorization $ 534,000 $ 534,000 $1,068,000 Note: Contract Authorization amounts are based on the City’s estimated annual usage. RECOMMENDATION FOR COUNCIL ACTION Item 3 City Council Meeting March 12, 2020 Posting Language Authorize negotiation and execution of all documents and instruments necessary or desirable to acquire a permanent electric transmission and distribution easement consisting of approximately 0.227 acres (9,880 square feet) of land for the purpose of upgrading the capacity of Circuits 1004 and 961 and the overall electric system, and being a part of Lot 2, Reed Central Austin, a subdivision in Travis County, Texas, according to the Plat recorded in Volume 94, Page 133 of the Plat Records of Travis County, Texas, with said Lot 1 being described to Kumusha Investments, L.L.C., a Texas limited liability company in that certain Special Warranty Deed recorded in Document Number 2009021276 of the Official Public Records of Travis County, Texas, and located at 915 W. Howard Lane, in an amount not to exceed $245,000, including standard and customary closing costs. (District 7) Lead Department Austin Energy Prior Council Action: None Fiscal Note Funding in the amount of $245,000.00 is available in the Fiscal Year 2019-2020 Capital Budget of Austin Energy. For More Information: Jeff Vice, Director, Local Government Issues (512) 322-6087; Thomas Pierpoint, VP Electric Service Delivery, (512) 972-9507; Pamela England, Manager, Public Involvement & Real Estate Services, (512) 322- 6442. Council Committee, Boards and Commission Action: To be reviewed by the Electric Utility Commission on February 10, 2020 Additional Backup Information: This project will upgrade the 1.7 mile Techridge-Howard Lane 138kV transmission line (CKT 1004) with double circuit bundled 795 ACSS Drake conductors, which are rated at 3000 amps per circuit. One of the upgraded circuits will be terminated at Howard Lane. The second circuit will bypass Howard Lane and tie into the existing Howard Lane-Jollyville 138kV transmission line (CKT 961) to create a new Techridge- Jollyville circuit. The upgrades will provide increased safety and reliability, as well as improved connectivity within the overall electric service system. Additional easement widths are necessary for safety and clearance requirements pursuant to the National Electric Safety Code, and for access and maintenance. The property owner of the proposed 9,880 S.F. easement has accepted the appraised value as compensation. COUNCIL DATE: FEBRUARY 20, 2020 Item 4 Posting Language Authorize negotiation and execution of professional services agreements with the following four staff recommended firms (or other qualified responders) for Request for Qualifications Solicitation No. CLMP288: HDR Engineering, Inc.; Jacobs Engineering Group, Inc.; Stanley Consultants, Inc.; and Stantec Consulting Services, Inc.; for engineering and technical services for the 2020 Engineering Services for Austin Energy Plants rotation list, in amount not to exceed $10,000,000. (Districts 1 and 4) This contract will be awarded in compliance with City Code Chapter 2-9B (Minority Owned and Women Owned Business Enterprise Procurement Program) by meeting the goals with 13.80% MBE and 13.70% WBE participation. Amount and Source of Funding Funding is available in the Fiscal Year 2019-2020 Capital Budget of Austin Energy. Purchasing Language: Staff recommendations are the most qualified firms out of seven firms evaluated through the City’s qualification-based selection process. Prior Council Action: November 12, 2015 – Council approved negotiation and execution of professional services agreements with Jacobs Engineering Group, Inc., HDR Engineering, Inc. and Stanley Consultants, Inc. for the Rotation List for Engineering Services for ROW, Plants and Distribution Systems. For More Information: Inquiries should be directed to the City Manager’s Agenda Office, at 512-974-2991 or AgendaOffice@austintexas.gov. NOTE: Respondents to this solicitation, and their representatives, shall direct inquiries to Rolando Fernandez, 512-974-7749, Beverly Mendez, 512-974-3596, or the Project Manager, James Matlock, 512- 322-6273. Council Committee, Boards and Commission Action: To be reviewed by the Electric Utility Commission on February 10, 2020. Additional Backup Information: Austin Energy currently owns and operates four chilled water plants in the downtown, Mueller and Domain areas, with additional plants under construction downtown and at the ACC Highland Campus. The plants currently in operation provide chilled water to 68 large commercial customers. The selected firms will provide specialized engineering and associated technical services necessary for planning, analysis, and design and construction management of improvements, additions, and upgrades to Austin Energy’s chilled water plants and the distribution and transmission systems including customer connections. The chilled water projects requiring these services will primarily include additions, extensions, and retrofits to existing plants and distribution systems with the objective of increasing system load and/or improving overall operations, efficiency and reliability. Approval of the engineering services rotation list for Austin Energy’s chilled water plants and distribution systems is crucial to the effective and efficient delivery of services to customers. A delay in the award of these contracts may significantly impact Austin Energy’s ability to meet customer requirements in the delivery of these services. In addition, Austin Energy does not anticipate public engagement being required for these types of projects. The projects will be managed by Austin Energy. This authorization provides for funding of the above listed services. This request allows for the development of agreements with qualified responders selected by Council. If the City is unsuccessful in negotiating a satisfactory agreement with the selected responders, staff will cease negotiations and return to Council so that other qualified responders may be selected. RECOMMENDED FIRMS: HDR Engineering, Inc. Jacobs Engineering Group, Inc. Stanley Consultants, Inc. Stantec Consulting Services, Inc. The four firms listed above are located in Austin, Texas. Information on this solicitation is available through the City’s Austin Finance Online website. Link: Solicitation Documents. Item 5 Posting Language ..Title Authorize award of a multi-term contract with Equipment Depot LTD., to provide forklift leasing services, for up to five years for a total contract amount not to exceed $865,000. (Note: This solicitation was reviewed for subcontracting opportunities in accordance with City Code Chapter 2-9C Minority Owned and Women Owned Business Enterprise Procurement Program. For the services required for this solicitation, there were no subcontracting opportunities, therefore, no subcontracting goals were established). ..Body Lead Department Purchasing Office. Client Department(s) Austin Energy. Fiscal Note Funding in the amount of $100,617 is available in the Fiscal Year 2019-2020 Operating Budget of Austin Energy. Funding for the remaining contract term is contingent upon available funding in future budgets. Purchasing Language: The Purchasing Office issued an Invitation for Bids (IFB) 1100 MEA1010 for these services. The solicitation issued on October 21, 2019 and it closed on November 12, 2019. Of the two offers received, the recommended contractor submitted the lowest responsive offer. A complete solicitation package, including a tabulation of the bids received, is available for viewing on the City’s Financial Services website, Austin Finance Online. Link: Solicitation Documents. Prior Council Action: For More Information: Inquiries should be directed to the City Manager’s Agenda Office, at 512-974-2991 or AgendaOffice@austintexas.gov NOTE: Respondents to this solicitation, and their representatives, shall continue to direct inquiries to the solicitation’s Authorized Contact Person: Maria Andrade, at 512-972-9424 or Maria.Andrade@austintexas.gov. Council Committee, Boards and Commission Action: February 10, 2020 - To be reviewed by the Electric Utility Commission. Additional Backup Information: The contract will provide access to forklifts in various size and capacities for use by Austin Energy. These forklifts will be used in various warehouses for lifting heavy materials as required. The contract will ensure Austin Energy has the equipment to perform day to day operations. The current contract expires in April 2020. The recommended contractor is the current provider for these services. Contract Detail: Contract Term Initial Term Optional Extension 1 Optional Extension 2 Optional Extension 3 TOTAL Length of Term 2 yrs. 1 yr. 1 yr. 1 yr. 5 yrs. Contract Authorization $346,000 $173,000 $173,000 $173,000 $865,000 Note: Contract Authorization amounts are based on the City’s estimated annual usage. Item 6 Posting Language ..Title Authorize negotiation and execution of a contract with Advanced Power Technologies LLC, to provide online transformer monitors, in an amount not to exceed $80,500. (Note: Sole source contracts are exempt from the City Code Chapter 2-9D Minority Owned and Women Owned Business Enterprise Procurement Program; therefore, no subcontracting goals were established). ..Body Lead Department Purchasing Office. Client Department(s) Austin Energy. Purchasing Language: Sole Source. Prior Council Action: Fiscal Note Funding is available in the Fiscal Year 2019-2020 Operating Budget of Austin Energy. For More Information: Inquiries should be directed to the City Manager’s Agenda Office, at 512-974-2991 or AgendaOffice@austintexas.gov or DeJuan Brown, at 512-322-6472 or DeJuan.Brown@austintexas.gov. Council Committee, Boards and Commission Action: February 10, 2020 - To be reviewed by the Electric Utility Commission. Additional Backup Information: The contract will provide eight online transformer monitors for Austin Energy’s Dessau Substation. The monitors obtain real time temperature values of oil inside of transformers which provide details of cooling equipment operations. The implementation of these monitors will assist Austin Energy in maximizing the life of the transformers with the ability to see real-time data to allow for preemptive maintenance. Advanced Power Technologies LLC is the sole provider and owns three patents on the device. Item 7 Posting Language ..Title Authorize an amendment to an existing contract with Alpheus Media Inc., to provide an oral history library and documentary production, for an increase in the amount of $60,000, and extend the term by three months, for a revised contract amount not to exceed $121,000. (Note: Sole source contracts are exempt from the City Code Chapter 2-9C Minority Owned and Women Owned Business Enterprise Procurement Program; therefore, no subcontracting goals were established). ..Body Lead Department Purchasing Office. Client Department(s) Austin Energy. Purchasing Language: Contract Amendment. Prior Council Action: Fiscal Note Funding is available in the Fiscal Year 2019-2020 Operating Budget of Austin Energy. For More Information: Inquiries should be directed to the City Manager’s Agenda Office, at 512-974-2991 or AgendaOffice@austintexas.gov or to Terry V. Nicholson, at 512-322-6586 or Terry.Nicholson@austintexas.gov. Council Committee, Boards and Commission Action: February 10, 2020 - To be reviewed by the Electric Utility Commission. Additional Backup Information: The proposed amendment will provide Austin Energy with the funding necessary to complete the creation of an oral history library and a documentary production chronicling the history of Austin Energy, which will celebrate its 125th anniversary in 2020. The initial phase of the project included a short video to be featured at an all-employee meeting to kick off the anniversary celebration in January 2020. The additional funding requested will allow for a full-length documentary focusing on the utility’s history of benefiting the community and commitment to its customers. If approved, the full-length documentary will be completed in the fall of 2020. . Item 8 Posting Language ..Title Authorize negotiation and execution of a contract with E Source Companies LLC D/B/A ESource, to provide a utility membership and online subscription for independent research, advisory, and information services, for a term of 57 months for a total contract amount not to exceed $1,500,000. (Note: Sole source contracts are exempt from the City Code Chapter 2-9C Minority Owned and Women Owned Business Enterprise Procurement Program; therefore, no subcontracting goals were established). ..Body Lead Department Purchasing Office. Client Department(s) Austin Energy. Purchasing Language: Sole Source. Prior Council Action: Fiscal Note Funding in the amount of $187,256 is available in the Fiscal Year 2019-2020 Operating Budget of Austin Energy. Funding for the remaining contract term is contingent upon available funding in future budgets. For More Information: Inquiries should be directed to the City Manager’s Agenda Office, at 512-974-2991 or AgendaOffice@austintexas.gov or to Paula Barriffe, at 512-322-6118 or Paula.Barriffe@austintexas.gov. Council Committee, Boards and Commission Action: February 10, 2020 – To be reviewed by the Electric Utility Commission. Additional Backup Information: The contract will provide a utility membership and electronic subscription for online access to independent market research, online consulting, and information services. The ESource membership will provide Austin Energy access to proprietary information including a library of in-depth research and analysis in the areas of energy efficiency, emerging technology, product and service evaluation, and utility benchmarking. ESource provides information collected from a proprietary survey of 32,000 households nationwide that Austin Energy uses for evaluating potential new products and services as well as information on appliance saturation. ESource also conducts the annual Large Industrial Gap analysis which allows us to benchmark our Key Accounts program against other utilities nationwide. This information helps with our goal of enhancing the customer experience. Item 9 Posting Language ..Title Authorize an amendment to an existing contract with Grid Subject Matter Experts, LLC D/B/A Grid Subject Matter Experts, to provide continued consulting expertise regarding the replacement of the control systems for electrical grids, and related engineering applications, for an increase in the amount of $535,000, for a revised total contract amount not to exceed $3,646,000. (Note: The contract was awarded in compliance with City Code Chapter 2-9C Minority Owned and Women Owned Business Enterprise Procurement Program. current WBE participation to date is 2.47%). ..Body Lead Department Purchasing Office. Client Department(s) Austin Energy. Purchasing Language: Contract Amendment. Fiscal Note Funding in the amount of $220,000 is available in the Fiscal Year 2019-2020 Operating Budget of Austin Energy. Funding for the remaining contract term is contingent upon available funding in future budgets. Prior Council Action: May 4, 2017 – Council approved the original contract, item 15, on a 10-0 vote with Council Member Garza absent. For More Information: Inquiries should be directed to the City Manager’s Agenda Office, at 512-974-2991 or AgendaOffice@austintexas.gov or to Brett Hardy, at 512-322-6122 or Brett.Hardy@austintexas.gov. Council Committee, Boards and Commission Action: February 10, 2020 – To be reviewed by the Electric Utility Commission. Additional Backup Information: The proposed amendment will provide additional funding for continued consulting expertise throughout the remaining phases of the Supervisory Control and Data Acquisition and Energy Management System replacement projects as well as the Advanced Distribution Management System upgrade stabilization phase. The additional funding will cover higher labor costs than anticipated due to a higher level of expertise needed during the projects, and also allows for bridge support while Austin Energy adds additional permanent staff to work with the new systems. .