Items 2-5: Draft RCAs — original pdf

Backup

Item 20-1458 Item 2 Posting Language ..Title Authorize negotiation and execution of cooperative contracts through the Houston-Galveston Area Council; Sourcewell; Local Government Purchasing Cooperative, administered by Texas Association of School Boards, Inc. (BuyBoard); and Texas Multiple Award Schedule cooperative purchase programs with various contractors, to provide vehicles and equipment, each for up to five years for total contract amounts not to exceed $289,000,000, divided among the contractors. (Note: These procurements were reviewed for subcontracting opportunities in accordance with City Code Chapter 2-9D Minority Owned and Women Owned Business Enterprise Procurement Program. For the goods required for these procurements, there were no subcontracting opportunities; therefore, no subcontracting goals were established). ..Body Lead Department Purchasing Office. Client Department(s) Fleet Mobility Services. Fiscal Note Funding in the amount of $26,263,500 is available in the Fiscal Year 2019-2020 Capital Budget of various City departments. Funding in the amount of $385,310, is available in the Fiscal Year 2019-2020 Operating Budget of various City departments. Funding for the remaining contract terms is contingent upon funding in future budgets. Purchasing Language: Multiple cooperative purchase programs were reviewed for these goods. The Purchasing Office has determined these cooperative purchase programs best meet the needs of the department to provide the goods required at the best value for the City. 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 or to John Hilbun, at 512-974-1054 or John.Hilbun@austintexas.gov. Council Committee, Boards and Commission Action: February 12, 2020 – To be reviewed by the Zero Waste Advisory Commission. March 9, 2020 – To be reviewed by the Electric Utility Commission. March 11, 2020 – To be reviewed by the Water and Wastewater Commission. Additional Backup Information: These contracts will provide Fleet Mobility Services the ability to purchase new and replacement vehicles, trailers, and equipment. These items will be added to the City’s fleet for use by various departments. The Houston-Galveston Area Council (H-GAC), Sourcewell, Local Government Purchasing Cooperative, administered by Texas Association of School Boards, Inc. (BuyBoard), and Texas Multiple Award Schedule (TxMAS) cooperatives establish competitively bid contracts that can be utilized by the State and other government agencies through a cooperative agreement. Cooperative agreements save taxpayer dollars by leveraging volume-buying power to drive down costs on hundreds of contracts through a streamlined cooperative purchasing program. These contracts offer the lowest prices for the budgeted vehicles and equipment and can meet the needs of City departments. Fleet Mobility Services will review quotes obtained from the listed cooperatives to ensure the offered pricing provides the best value to the City. If during the review period, it is determined that purchasing these items through a competitive process will yield a better value for the City, Fleet Mobility Services will work with the Purchasing Office to procure those items through the City’s usual process and bring those contracts to Council for approval if applicable. Fleet Mobility Services and the Office of Sustainability have collaborated to develop a vehicle and equipment purchasing process to progress towards our net-zero community-wide greenhouse gas emissions goals. This purchasing standard incorporates the following criteria: pollutant and greenhouse gas emissions impact, available technologies on the market, physical demands on the vehicle or equipment, service application, and life-cycle cost. These criteria are applied to all vehicle and equipment purchase requests submitted to Fleet Mobility Services. Fleet Mobility Services recommends vehicles and pieces of equipment that use hybrid, electric, or alternative fuel (e.g. B20 biodiesel, E85 gasoline, propane) powered engines whenever possible. The vehicles and pieces of equipment purchased on these contracts meet the purchase recommendations made by the Fleet Officer, affected department directors, and Assistant City Managers (ACMs). ACM approval is required for all new additions to the City’s fleet prior to any procurement actions. For replacement units, Fleet Mobility Services reviews a list of vehicles and equipment and determines if they are eligible for replacement based on mileage, hours of use, and maintenance costs. Fleet Service Center Managers have inspected each vehicle and piece of equipment to be replaced and determined that the mileage or hours of use on each vehicle and piece of equipment proposed for replacement cannot be increased without risking a significant increase in repair costs and loss of productivity due to downtime. The departments’ recommendations for vehicles and equipment have been reviewed by a Fleet Service Center Manager to ensure the new or replacement vehicles and equipment are appropriate for the specified use. New units must be put on order as soon as possible to ensure their place in the production schedule in order to be received before old units are rendered unusable. These contracts replace a similar group of cooperative contracts approved by Council on February 15, 2018. Funding for these vehicles, trailers, and pieces of equipment in future years will be approved by Council during the budgeting process. Authorization amounts for future fiscal years are estimates subject to annual budget approval. Contract Detail: Contract Term Contract Authorization Length of Term  Initial Term Optional Extension 1 Optional Extension 2 Optional Extension 3 Optional Extension 4 TOTAL Note: Contract Authorization amounts are based on the City’s estimated annual usage. $ 57,800,000 $ 57,800,000 $ 57,800,000 $ 57,800,000 $ 57,800,000 $289,000,000 1 yr. 1 yr. 1 yr. 1 yr. 1 yr. 5 yrs. Item 20-1456 Item 3 Posting Language ..Title Authorize negotiation and execution of two multi-term contracts with Ace Floor Solutions LLC (MBE) and Corza Construction LLC (MBE), to provide flooring installation and repair services, each for up to five years for total contract amounts not to exceed $16,885,000, divided between the contractors. (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 Convention Center Department; Austin Energy; Austin Police Department; Austin Public Library; Austin Water; Aviation; Building Services Department; Parks and Recreation Department; Pubic Works. Fiscal Note Funding in the amount of $1,969,917 is available in the Fiscal Year 2019-2020 Operating Budgets of various City departments. Funding for the remaining contract terms is contingent upon available funding in future budgets. Purchasing Language: The Purchasing Office issued a Request for Proposals (RFP) 7500 CRR3005 for these services. The solicitation issued on September 16, 2019 and it closed on October 10, 2019. Of the four offers received, the recommended contractors submitted the best evaluated responsive offers. A complete solicitation package, including a log of offers 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: Claudia Rodriquez, at 512-974-2559 or claudiar.rodriquez@austintexas.gov. Council Committee, Boards and Commission Action: March 9, 2020 - To be reviewed by the Electric Utility Commission. March 11, 2020 - To be reviewed by the Water and Wastewater Commission. Additional Backup Information: These contracts will provide floor installation and repairs, including labor and materials, for over 300 City- owned facilities. The flooring types covered under these contracts include carpet, linoleum, vinyl composition, rubber, hardwood, engineered wood, ceramic, porcelain, stone tile, concrete, and terrazzo. Installation and repair services include services such as floor leveling and removal of existing flooring. Materials and adhesives used under these contracts are required to comply with the City’s Carpet or Hard Surface Flooring Materials Guidelines. The contractors are required to recycle at least 80% of all flooring and carpeting removed. These contracts will replace an existing contract which expires on April 13, 2020. The requested authorization amounts were determined using departmental estimates for future repairs and historical spend. One of the recommended contractors is a current provider of these services. Ace Floor Solutions LLC and Corza Construction LLC are both certified with the City as Minority-Owned businesses. An evaluation team with expertise in this area evaluated the offers and scored Ace Floor Solutions LLC and Corza Construction LLC as the best to provide these services based on applicable experience, technical program and proposed solution, price, local preference and Service-Disabled Veterans Business Enterprise. Contract Detail: Contract Term Initial Term Optional Extension 1 TOTAL Note: Contract Authorization amounts are based on the City’s estimated annual usage. Contract Authorization $10,131,000 $ 6,754,000 $16,885,000 Length of Term 3 yrs. 2 yrs. 5 yrs. Item 4 Posting Language ..Title Authorize amendments to existing cooperative contracts with AT&T Mobility; T-Mobile USA, Inc.; and Cellco Partnership D/B/A Verizon; for continued wireless communication services and equipment, for an increase in the amount of $4,200,000 and to extend through the completion of the cooperative contracts for revised contract amounts not to exceed $17,530,839, divided among the contractors. (Note: These cooperative contracts were awarded in compliance with City Code Chapter 2-9C Minority Owned and Women Owned Business Enterprise Procurement Program. No subcontracting opportunities were identified; therefore, no goals were established for these contracts). ..Body Lead Department Purchasing Office. Client Department(s) All City departments. Fiscal Note All City departments. Purchasing Language: Contract Amendments. Prior Council Action: May 21, 2015 – Council approved the original contract, item 6, 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 Elisa Folco, at 512-974-1421 or Elisa.Folco@austintexas.gov. Council Committee, Boards and Commission Action: March 9, 2020 – To be reviewed by the Electric Utility Commission. March 11, 2020 – To be reviewed by the Water and Wastewater Commission. Additional Backup Information: The proposed amendments will provide additional funding and time for continued wireless communication services and support for critical City operations while the State of Texas Department of Information Resources executes new wireless communication services and equipment contracts. This support will cover functions such as wireless data network connectivity for dispatch and first responders, mobile data devices installed in vehicles, wireless access to permitting reports created in the field and noise cancelling and service order routing in support of aviation. These contracts are for wireless communication services and equipment for various City departments. Wireless support is vital to the City’s continued growth. . Item 20-1626 Item 5 Posting Language ..Title Authorize an amendment to an existing cooperative contract with CDW LLC D/B/A CDW Government D/B/A CDWG D/B/A CDW Government LLC, to continue to provide Autodesk products and services including software maintenance and support services, for an increase in the amount of $300,000 and to extend the term by one year, for a revised contract amount not to exceed $698,498. (Note: This cooperative contract was awarded in compliance with City Code Chapter 2-9C Minority Owned and Women Owned Business Enterprise Procurement Program. No subcontracting opportunities were identified; therefore, no goals were established for this contract). ..Body Lead Department Purchasing Office. Client Department(s) Austin Energy; Communications and Technology Management. Fiscal Note Funding in the amount of $177,000 is available in the Fiscal Year 2019-2020 Operating Budget of Austin Energy. Funding in the amount of $43,000 is available in the Fiscal Year 2019-2020 Operating Budget of the Communications and Technology Management Department. Funding for the remaining contract term is contingent upon available funding in future budgets. Purchasing Language: Contract Amendment. Prior Council Action: March 23, 2017 – Council approved the original contract, item 33, on a 9-0 vote with Council Members Casar and Garza off the dais. 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: March 9, 2020 – To be reviewed by the Electric Utility Commission. Additional Backup Information: The proposed amendment will increase the authorization allowing Austin Energy and Communications and Technology Management to continue the purchase of Autodesk products, and to extend software maintenance and support services while transitioning to an Autodesk cloud solution. The contract facilitated the upgrade, renewal, and consolidation of Autodesk services for Austin Energy, including computer aided design solutions. Autodesk software includes AutoCAD Utility Design, Standard and Ultimate Design, and 3D Max Design. Autodesk is used to create and edit AutoCAD drawings used for installation of critical communications. Additionally, Autodesk is utilized by the City to review and edit existing drawings necessary for repairs, upgrades, installation, and removal of existing or new utility equipment and systems. Autodesk provides the City with device-level support including access to specialized experts as well as self-help support through Autodesk’s online knowledge-based community, resources, and tools. AutoCAD also provides proactive diagnostics and immediate security alerts. The combining of Austin Energy and Communications and Technology Management requirements is part of a strategic shift to relieve administrative burden managing multiple information technology contracts for the similar products and services, allow for the potential of volume discounts or cost savings through enterprise licensing, and better prepare for transitions to cloud solutions for certain technologies. . ..Strategic Outcome(s) Government That Works for All.