Items 2-15: Draft RCAs — original pdf

Backup

Item 2 Posting Language ..Title Authorize award of a contract with Butler & Land Inc., to provide leak detecting infrared cameras, in an amount not to exceed $200,000. (Note: This solicitation was 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 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 is available in the Fiscal Year 2019-2020 Capital Budget of Austin Energy. Purchasing Language: The Purchasing Office issued an Invitation for Bids (IFB) 1100 MEA1016 for these goods. The solicitation issued on April 13, 2020 and it closed on May 5, 2020. The recommended contractor submitted the only responsive offer. A complete solicitation package, including a tabulation of the bid 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: August 10, 2020 - To be reviewed by the Electric Utility Commission. Additional Backup Information: The contract is for two leak detecting infrared cameras. The cameras are used by the substation maintenance group, to safely and quickly identify insulation gas leaks throughout Austin Energy’s Transmission and Distribution system. The cameras help prevent service interruptions and help Austin Energy mitigate the loss of gasses which are tracked by the Environmental Protection Agency. ..Strategic Outcome(s) Strategic Outcome(s): Government That Works for All. Item 3 Posting Language ..Title Authorize award of a multi-term contract with Airgas Inc., to provide industrial gases, pressure vessels, and pressure vessel maintenance, and inspections, for up to six years for a total contract amount not to exceed $1,633,500. (Note: This solicitation was reviewed for subcontracting opportunities in accordance with City Code Chapter 2-9D Minority Owned and Women Owned Business Enterprise Procurement Program. For the goods and 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; Austin Fire Department; Austin Police Department; Austin Water; Aviation; Fleet Mobility Services. Fiscal Note Funding in the amount of $22,688 is available in the Fiscal Year 2019-2020 Operating Budget of various City departments. 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 JMF1008REBID for these goods and services. The solicitation issued on May 11, 2020, and it closed on May 26, 2020. 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 Persons: Julia Finn, at 512-322-6060 or Julia.Finn@austintexas.gov or Cedric Zachary, at 512-322-6215 or Cedric.Zachary@austintexas.gov. Council Committee, Boards and Commission Action: August 5, 2020 – To be reviewed by the Water and Wastewater Commission. August 10, 2020 – To be reviewed by the Electric Utility Commission. August 11, 2020 – To be reviewed by the Airport Advisory Commission. Additional Backup Information: The contract will provide industrial gases, pressure vessels and pressure vessel maintenance for use by Austin Energy, the Austin Police Department, Aviation, Fleet Mobility Services, Austin Water, and the Austin Fire Department. The City uses industrial gases for various operating and maintenance purposes. For example, Austin Energy uses hydrogen for cooling purposes on multiple generators, carbon dioxide for equipment purging and breathing air for confined space work. Austin Water uses the gases to run the gas chromatograph that analyzes gases produced in the digesters at Hornsby Bend. Fleet, Aviation, and Austin Water use gases for welding purposes in connection with the repair of vehicles and other City equipment. The Austin Police Department uses the gases in their forensic chemistry lab. The Austin Fire Department uses the gases for welding repairs to equipment. This contract replaces an existing contract that expires September 10, 2020. The recommended contractor is local and is the current provider of these goods. Contract Detail: Contract Term Initial Term Optional Extension 1 Optional Extension 2 Optional Extension 3 TOTALS Length of Term 3 yrs. 1 yr. 1 yr. 1 yr. 6 yrs. Contract Authorization $ 816,750 $ 272,250 $ 272,250 $ 272,250 $1,633,500 Note: Contract Authorization amounts are based on the City’s estimated annual usage. ..Strategic Outcome(s) Strategic Outcome(s): Safety; Health and Environment; Government That Works for All. Item 4 Posting Language ..Title Authorize an amendment to an existing contract with Solar Turbines Inc. D/B/A Caterpillar, for continued turbine maintenance and support, for an increase in the amount of $250,000, for a revised total contract amount not to exceed $4,886,758. (Note: This contract is exempt from the City Code Chapter 2-9C Minority Owned and Woman 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. Fiscal Note Funding in the amount of $242,563 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 19, 2016 – Council approved the original contract, item 23, on a 9-0 vote with Council Member Zimmerman abstaining and Council Member Casar 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 Julia Finn, at 512-322-6060 or Julia.Finn@austintexas.gov. Council Committee, Boards and Commission Action: August 10, 2020 - To be reviewed by the Electric Utility Commission. Additional Backup Information: The proposed amendment will provide Austin Energy with the ability to continue maintenance, service, parts, and remote monitoring of the solar gas turbine at the Mueller Energy Center. This turbine is the primary source of power for Dell Children’s Hospital. The contractor is responsible for all preventative and corrective maintenance and warranty services for the unit. The original contract amount was based on estimated operating hours of the solar gas turbine. However, actual operating hours were slightly higher resulting in higher cost. The contractor is the original equipment manufacturer for the unit and sole source for all parts and service. . ..Strategic Outcome(s) Strategic Outcome(s): Health and Environment; Government That Works for All. Item 5 Posting Language ..Title Authorize award of a multi-term contract with Dealers Electrical Supply, to provide ion meters, for up to five years for a total contract amount not to exceed $850,000. (Note: This solicitation was 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 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 $14,167 is available in the Fiscal Year 2019-2020 Capital 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 DTB1016 for these goods. The solicitation issued on April 14, 2020 and closed on May 5, 2020. Of the four offers received, the recommended contractor submitted the lowest responsive offer. 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 inquires to the solicitation’s Authorized Contact Person: DeJuan Brown, at 512-322-6472 or DeJuan.Brown@austintexas.gov. Council Committee, Boards and Commission Action: August 10, 2020 - To be reviewed by the Electric Utility Commission. Additional Backup Information: The contract will provide ion meters for Austin Energy. Ion meters provide real time metering data for accurate billing and monitor the power quality of Austin Energy’s power system reliability and efficiency to meet the Electric Reliability Council of Texas requirements. Ion meters are installed in various capacities throughout the Austin Energy power infrastructure. At Austin Energy substations, ion meters are installed in meter panels and switchgears, which house the feeder circuit breakers for distribution of power to customers. This contract replaces an existing contract that expires October 28, 2020. The recommended contractor is local and is the current provider of these goods. 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 $340,000 $170,000 $170,000 $170,000 $850,000 Note: Contract Authorization amounts are based on the City’s estimated annual usage. ..Strategic Outcome(s) Strategic Outcome(s): Government That Works for All. Item 6 Posting Language ..Title Authorize an amendment to an existing cooperative contract with Insight Public Sector Inc. D/B/A Insight Public Sector, for additional Quest products and services including software maintenance and support services, to increase the amount by $100,000, for a revised total contract amount not to exceed $265,000. (Note: This amendment was reviewed in accordance with City Code Chapter 2-9C Minority Owned and Women Owned Business Enterprise Procurement Program. For the goods and services required for this contract, no subcontracting opportunities were identified; therefore, no goals were established for this contract). ..Body Lead Department Purchasing Office. Client Department(s) Austin Energy. Purchasing Language: Contract Amendment. Prior Council Action: Fiscal Note Funding in the amount of $30,000 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. 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: August 10, 2020 – To be reviewed by the Electric Utility Commission. Additional Backup Information: The proposed amendment will increase the authorization allowing Austin Energy to continue to purchase Quest software products and extend software maintenance and support services. The initial contract consolidated Quest manufactured software products including SQL, TOAD, and Change Auditor under one agreement. Quest simplifies workflows, automates frequent or repetitive processes, and minimizes risks associated with change. The Quest tools also provide data migration capabilities, essential for large-scale technology projects. Austin Energy’s expected usage of these products increased due to teleworking requirements related to work from home and shelter in place orders. . ..Strategic Outcome(s) Strategic Outcome(s): Government That Works for All. Item 7 Posting Language ..Title Authorize negotiation and execution of a multi-term contract with Carahsoft Technology Corporation, or one of the other qualified offerors to Request for Proposals 1100 ELF3000, to provide a managed contact center communications and infrastructure solution, for up to five years for a total contract amount not to exceed $11,750,000. (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 goods and services required for this solicitation, there was insufficient availability of MBE/WBE firms; therefore, no subcontracting goals were established). ..Body Lead Department Purchasing Office. Client Department(s) Austin Energy. Fiscal Note Funding in the amount of $2,750,000 is available in the Fiscal Year 2020-2021 Capital Budget of Austin Energy. Funding for the remaining contract term is contingent upon available funding in future budgets. Purchasing Language: The Purchasing Office issued a Request for Proposals (RFP) 1100 ELF3000 for these goods and services. The solicitation issued on November 19, 2018 and it closed on January 17, 2019. Of the 11 offers received, the recommended contractor submitted the best evaluated responsive offer. 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 Persons: Elisa Folco, at 512-974-1421 or Elisa.Folco@austintexas.gov or Brett Hardy, at 512-322-6122 or Brett.Hardy@austintexas.gov. Council Committee, Boards and Commission Action: August 10, 2020 - To be reviewed by the Electric Utility Commission. Additional Backup Information: The contract will provide a managed contact center communications and infrastructure solution for the Utility Contact Center and Austin 3-1-1 managed by Austin Energy. This cloud hosted solution will provide services including hosting, maintaining and implementing a robust contact center solution and replace the current on-premise Avaya solution which is set to expire on April 2021. An evaluation team with expertise in this area evaluated the offers and scored Carahsoft Technology Corporation as the best to provide these products and services based on system concept and solution and program; demonstrated applicable experience and personnel qualifications; business organization and stability and project management structure; price; local preference; and service-disabled veteran business enterprise. This is a new contract. The requested authorization amount is based on department estimates, historical spend, pricing submitted in response to the solicitation and a 13% contingency to cover additional services that may be required during the life of this technology solution. This request allows for the development of a contract with a qualified offeror selected by Council. If the City is unsuccessful in negotiating a satisfactory contract with the selected offeror, negotiations will cease with that provider. Staff will return to Council so that another qualified offeror may be selected, authorizing new contract negotiations. Contract Detail: Contract Term Initial Term Optional Extension 1 Optional Extension 2 TOTAL Length of Term 3 yrs. 1 yr. 1 yr. 5 yrs. Contract Authorization $ 7,966,200 $ 1,891,900 $ 1,891,900 $11,750,000 Note: Contract Authorization amounts are based on the City’s estimated annual usage. ..Strategic Outcome(s) Strategic Outcome(s): Government that Works for All. Item 8 Posting Language ..Title Authorize negotiation and execution of a multi-term contract with Davey Resource Group Inc., or one of the other qualified offerors to Request for Proposals 1100 EAL3010, to provide electric distribution vegetation management pre-planning services, for up to five years for a total contract amount not to exceed $17,500,000. (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 $291,667 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 a Request for Proposals (RFP) 1100 EAL3010 for these services. The solicitation issued on December 23, 2019 and it closed on February 11, 2020. Of the five offers received, the recommended contractor submitted the best evaluated responsive offer. 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: Liz Lock, at 512-322-6251 or Liz.Lock@austintexas.gov. Council Committee, Boards and Commission Action: August 10, 2020 – To be reviewed by the Electric Utility Commission. Additional Backup Information: The contract will provide pre-planning services for vegetation management around utility lines specific to distribution electrical facilities. These services include managing and assigning work to vegetation contractors, quality control audits, notification and discussion with property owners, and development of vegetation management work plans to Austin Energy. Components of the distribution vegetation management program include capital improvement projects, distribution maintenance on circuit, grid, or substation facilities, individual customer requests in relations to outages or complaints, after-hours or storm restoration events, and vegetation suppression. This is a new contract. Currently pre-planning services are included in Austin Energy’s distribution energized line clearance contract which expires January 16, 2021. An evaluation team with expertise in this area evaluated the offers and scored Davey Resource Group Inc. as the best to provide these services based on program, experience and qualifications, price, local presence, and service-disabled veteran business enterprise. This request allows for the development of a contract with a qualified offeror selected by Council. If the City is unsuccessful in negotiating a satisfactory contract with the selected offeror, negotiations will cease with that provider. Staff will return to Council so that another qualified offeror may be selected, authorizing new contract negotiations. 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 $ 7,000,000 $ 3,500,000 $ 3,500,000 $ 3,500,000 $17,500,000 Note: Contract Authorization amounts are based on the City’s estimated annual usage. ..Strategic Outcome(s) Strategic Outcome(s): Government That Works for All. Item 9 Posting Language ..Title Authorize negotiation and execution of a multi-term contract with Facilities Resource Inc. (WBE/DBE), to provide on-site space planning and related services, for up to five years for a total contract amount not to exceed $900,000. (Note: 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). Fiscal Note Funding in the amount of $15,000 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. ..Body Lead Department Purchasing Office. Client Department(s) Austin Energy. Purchasing Language: Professional Services. 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 Melita Harden, at 512-322-6149 or Melita.Harden@austintexas.gov. Council Committee, Boards and Commission Action: August 10, 2020 – To be reviewed by the Electric Utility Commission. Additional Backup Information: The contract is to provide on-site space planning and related services which include obtaining specialized permits, designing furniture layouts, AutoCAD services, and computer-aided facilities management. The contractor will provide these services for 15 Austin Energy building sites that accommodate over 1,700 employees, which require the contractor to have a diverse commercial and industrial portfolio. Austin Energy strives to create quality work environments conducive to teamwork and collaboration. Additionally, Austin Energy has developed a master plan identifying future office location, relocation of employees, and reconfiguration of existing office space to accommodate its growing needs. Without this contract, Austin Energy will be unable to implement its facility master plan and will not be able to support its daily space planning needs. The recommended contractor is local and certified by the City as a WBE/DBE. The previous contract for these services expired June 30, 2020. Contract Detail: Contract Term Initial Term Optional Extension 1 Optional Extension 2 Optional Extension 3 TOTALS ..Strategic Outcome(s) Strategic Outcome(s): Government That Works for All. Length of Term 2 yrs. 1 yr. 1 yr. 1 yr. 5 yrs. Contract Authorization $450,000 $150,000 $150,000 $150,000 $900,000 Note: Contract Authorization amounts are based on the City’s estimated annual usage. Item 10 Posting Language ..Title Approve ratification of a contract with Atlas Copco Compressors LLC, for preventative maintenance and repair services for air compressors, in the amount of $30,686. (Note: This 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). Fiscal Note Funding in the amount of $22,521 was available in the Fiscal Year 2018-2019 Operating Budget of Austin Energy. Funding in the amount of $8,165 was available in the Fiscal Year 2019-2020 Operating Budget of Austin Energy. ..Body Lead Department Purchasing Office. Client Department(s) Austin Energy. Purchasing Language: Ratification. 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 Julia Finn, at 512-322-6060 or Julia.Finn@austintexas.gov. Council Committee, Boards and Commission Action: August 10, 2020 - To be reviewed by the Electric Utility Commission. Additional Backup Information: The contract is for preventative maintenance for air compressors at Sand Hill Energy Center necessary to operate valves for the generators and keep the plant running at capacity. The forecast was $50,000 annually for regular preventative maintenance and repairs. Due to the dollar amount, the contract was awarded under the City Manager’s authority and did not require Council approval. The department erroneously spent $22,521 over City Manager’s authority in Fiscal Year 2018-2019. In Fiscal Year 2019-2020, Austin Energy spent $8,165 over City Manager’s authority for a part that was necessary to maintain operations at the plant. An updated contract that will better reflect future needs, such as emergency repairs and overhauls, will be presented for Council consideration in the coming months. . ..Strategic Outcome(s) Strategic Outcome(s): Government That Works for All. Item 11 Posting Language ..Title Authorize execution of an interlocal agreement with the Lower Colorado River Authority and the Lower Colorado River Authority Transmission Services Corporation for construction services regarding jointly owned transmission infrastructure projects for a term of three years, in an amount not to exceed $3,000,000, and to establish long-term joint ownership and cost responsibilities for maintenance and operation of the facilities. ..De Lead Department Austin Energy Prior Council Action: Fiscal Note Funding in the amount of $308,700 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: Tom Pierpoint, Vice President, Electric System Engineering and Technical Services (512) 972-9507; Jeff Vice, Director, Local Government Relations (512) 322-6087 Council Committee, Boards and Commission Action: To be reviewed by the Electric Utility Commission on August 10, 2020. Additional Backup Information: This interlocal agreement will authorize Austin Energy (AE), the Lower Colorado River Authority, and the Lower Colorado River Authority Transmission Services Corporation (the latter two jointly referred to as LCRA) to provide and obtain labor, parts, and materials, at cost, in support of repair, maintenance, upgrades and technical services to each other. This agreement is limited in scope to address multiple transmission line projects on the double-circuit, jointly owned, transmission structures on the Hi-Cross to Turnersville transmission line containing one LCRA transmission circuit (“T143”) and one AE transmission circuit from Lytton Springs to Slaughter Lane (“988”). Jointly owned transmission facilities are assets owned by LCRA and AE. The proposed projects include emergency fiber replacement, fiber upgrades, rerouting substation infrastructure and storm hardening measures. The agreement will also address the allocation of ownership and ongoing cost responsibilities for the joint facilities. AE and LCRA own and operate very similar transmission facilities, lines, rights-of-way and electrical substation facilities. Certain transmission, system control, and substation facilities are located on jointly-owned property, on property located adjacent to similar facilities of the other, and on property or rights-of-way owned by the other. Depending on the ownership and control of the site, one utility may be required to modify its facilities or to perform or assist in the performance of work on the other utility's facilities.  Cooperation between both utilities is essential and avoids redundant expenditures, reduces the respective ratepayer costs, improves the responsiveness of each utility during outages and emergencies, and enhances the reliability of the systems and facilities of both utilities. Strategic Outcome(s): Government that Works for All. ..Strategic Outcome(s) Item 12 Posting Language ..Title Authorize award of a multi-term contract with MEA Promos, to provide marketing collateral products, for up to five years for a total contract amount not to exceed $3,957,800. (Note: This solicitation was 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 this solicitation, there were no subcontracting opportunities; therefore, no subcontracting goals were established). ..Body Lead Department Purchasing Office. Client Department(s) All City departments. Fiscal Note Funding in the amount of $65,817 is available in the Fiscal Year 2019-2020 Operating Budget of various City departments. 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) 8300 APC1003REBID for these goods. The solicitation issued on May 18, 2020 and it closed on June 11, 2020. Of the nine 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: Annie Atwood, at 512-974-2670 or Annie.Atwood@austintexas.gov. Council Committee, Boards and Commission Action: August 10, 2020 - To be reviewed by the Electric Utility Commission. Additional Backup Information: The contract will provide marketing collateral specialty products to various City departments. Marketing products are used by various City departments to promote and educate the public during events such as community or health outreach events. Examples of programs that utilize these products include the City’s Zero Waste Goal initiative, Austin Fire Department safety and public education events, community outreach events, and City career fairs. This contract is needed to provide for the best pricing and availability on promotional and marketing items as well as ensuring quality and consistency of the City’s marketing, logos and materials. If the City is unable to secure a contract, the departments will be forced to procure these marketing items on an as needed basis which may result in higher prices and delays in production. Contract Detail: Contract Term Initial Term Optional Extension 1 Optional Extension 2 TOTALS Length of Term 3 yrs. 1 yr. 1 yr. 5 yrs. Contract Authorization $2,373,800 $ 792,000 $ 792,000 $3,957,800 Note: Contract Authorization amounts are based on the City’s estimated annual usage. ..Strategic Outcome(s) Strategic Outcome(s): Government That Works for All; Safety; Health and Environment. Item 13 Posting Language ..Title Authorize negotiation and execution of various cooperative contracts during Fiscal Year 2020-2021, for the purchase of computer, network and other technology hardware, software, and related maintenance and technology services, in an amount not to exceed $62,000,000. (Note: These procurements will be reviewed for subcontracting opportunities in accordance with City Code Chapter 2-9 Minority Owned and Women Owned Business Enterprise Procurement Program. Department of Information contracts also have historically underutilized business requirements for subcontracting). ..Body Lead Department Purchasing Office. Client Department(s) All City departments. Fiscal Note Funding in the amount of $45,741,505 is available in Fiscal Year 2020-2021 Operating Budget of various City departments. Funding in the amount of $15,043,495 is available in Fiscal Year 2020-2021 Capital Budget of various City departments. Funding in the amount of $1,215,000 is available from other funding sources. Purchasing Language: The State of Texas Department of Information Resources (DIR) contracts are cooperative contracts solicited by the State of Texas specific to information technology items and services. The Purchasing Office staff reviews quotes from multiple vendors with DIR contracts to ensure the best value for the City. Best value determination includes price and contract terms as well as MBE/WBE inclusion. 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 Jim Howard, at 512-974-2031 or jim.howard@austintexas.gov. Council Committee, Boards and Commission Action: August 10, 2020 - To be reviewed by the Electric Utility Commission. August 19, 2020 – To be reviewed by the Water and Wastewater Commission. Additional Backup Information: The authorization will enable City departments to purchase the following information technology and services items through contracts solicited by the DIR cooperative. • Various computer, network and other technology hardware products and hardware maintenance, including but not limited to desktop personal computers, laptop computers, servers, data storage systems and storage area networks. This authorization also includes networking products and maintenance services for the City’s local and wide area networks and networking devices such as switches, routers and other equipment used to interconnect desktop computers, servers and printers throughout the City, and to transmit and receive information via the internet. Software and software maintenance and support. • • Technology consulting, technical training, information resources technology services and technology staffing. This annual aggregated request for authorization is submitted to Council before the end of each fiscal year. The spending authority does not carry over from year to year. The current DIR authority will expire September 30, 2020. Without new authorization in place, it will be difficult for departments to purchase technology goods and services in an efficient manner and could lead to potential delays in the ability to provide needed services to citizens. Bringing forward all the requests for authorization at one time greatly reduces the number of individual Recommendation for Council Action and significantly reduces the workloads of all staff involved. This authorization allows for departments to purchase technology goods and services in an efficient manner. The DIR continues to provide information technology products and services through its cooperative purchasing program at competitively bid prices. The purchasing power of the State is used to leverage purchasing effectiveness. DIR contracts have historically underutilized business (HUB) requirements for subcontracting. This authorization request includes specifically identified technology needs, as well as anticipated technology purchases that have been budgeted. Over the course of Fiscal Year 2020, Austin has encountered unanticipated expenses because of the coronavirus (COVID-19) and will continue to face those expenses. Some of the significant planned purchases (greater than $150,000) for Fiscal Year 2021 through this cooperative contract include: • Austin Convention Center: Hardware and software and upgrades to network switches, servers, security cameras, storage, digital signage, phones, mobile devices, UPSs, monitors and other peripherals, phones, mobile devices, network switches, servers, security cameras and storage and digital signage improvements. Includes disaster recovery and support for network monitoring and health checks. • Austin Energy (AE): Hardware, software and technical services to support key projects such as hardware for the Advanced Distribution Management System (ADMS) that provides system operators operational awareness and the ability to proactively manage the AE network, restore outages, and respond to hazards. Software that provides visibility and monitoring for the health of enterprise technology systems. Technical services for continued support of the Sustainable and Holistic Integration of Energy Storage and Solar PV (SHINES) project. Staff augmentation services for support of enterprise applications and network infrastructure. • Austin Public Health: COVID-19 related software and services. • Austin Transportation Department: Data and security services for modeling for safety speed management. Hardware and software for traffic management, traffic plan review and intelligent traffic systems. • Austin Water: Professional services to execute key projects, including Geographical Information Systems (GIS) data modeling and security enhancements. • Aviation: Upgrade infrastructure, hardware and conference room equipment to accommodate growth and expansion of airport facilities and services. Increased security and private networks for airport tenants. Completion of the airport combined maintenance complex. Replacement of the Airport Security Access Control and Identity Management Systems. Upgrade of airport instance of Maximo Asset Management Software. • Communications and Technology Management: Citywide maintenance and support for critical hardware and software, critical replacement for end-of-life hardware, including audiovisual upgrades. Licensing and support for Maximo, Service Now and Amanda support and operations, data center infrastructure and storage and staff augmentation (radio system, installation services, technical writers, etc.) GIS dataset enhancements for storm water modeling and for use by existing GIS systems. • Controller’s Office: Services and software for, but not limited to, Workforce Management, Human Capital Management, Business Intelligence, Data Warehousing, and print services. • Developmental Services Department: Updating permitting, technology, equipment and software for new, more digitized facilities and services, AMANDA and other application development support. • Municipal Court: Updated technology for new building, including recording systems and docket signage. All items represented in this request have been or will be approved through the Fiscal Year 2021 budgeting process or through prior approved capital improvement program project budgets. In addition, all technology purchases are reviewed for compliance with the City's technical and security standards. The State of Texas DIR cooperative establishes 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 the State’s volume-buying power to drive down costs on hundreds of contracts through a streamlined cooperative purchasing program. ..Strategic Outcome(s) Strategic Outcome(s): Government That Works for All. Item 14 Posting Language ..Title Authorize negotiation and execution of a multi-term contract with Techline Inc., to provide design, fabrication and purchase of steel transmission poles, for up to five years for a total contract amount not to exceed $15,000,000. (Note: This solicitation was reviewed for subcontracting opportunities in accordance with City Code Chapter 2-9D, Minority Owned and Women Owned Business Enterprise Procurement Program. For the goods and 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 $250,000 is available in the Fiscal Year 2020-2021 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 a Request for Proposals (RFP) 1100 MMH3010 for these goods and services. The solicitation issued on February 3, 2020 and it closed on March 5, 2020. Of the six offers received, the recommended contractor submitted the best evaluated responsive offer. 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: Melita L. Harden, at 512-322-6148 or melita.harden@austintexas.gov. Council Committee, Boards and Commission Action: August 10, 2020 - To be reviewed by the Electric Utility Commission. Additional Backup Information: The contract is for the design, fabrication, and purchase of transmission steel poles to be used for Austin Energy’s transmission and maintenance projects. The contract will ensure requirements for design, fabrication and finishing of the poles for installation of new facilities and existing locations. The purchase of this equipment will be made on an as-needed basis in order to maintain the reliability of the electrical system and to support construction and development activities in Austin Energy’s service area. This contract will replace the previous contract which expired on June 20, 2020. The recommended contractor was not the previous provider for these goods and services. An evaluation team with expertise in this area evaluated the offers and scored Techline Inc. the best to provide these goods and services based on technical concept and solution, performance capability, delivery lead times, prior experience, price, local preference, and service-disabled veteran business enterprise. 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 $ 6,000,000 $ 3,000,000 $ 3,000,000 $ 3,000,000 $15,000,000 Note: Contract Authorization amounts are based on the City’s estimated annual usage. ..Strategic Outcome(s) Strategic Outcome(s): Government That Works for All. Item 15 Posting Language ..Title Authorize an amendment to an existing contract with Altec Industries, Inc., to provide customized utility vehicles, for an increase in the amount of $9,500,000, for a revised total contract amount not to exceed $30,500,000. (Note: This amendment was 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 this contract, there were no subcontracting opportunities; therefore, no subcontracting goals were established). ..Body Lead Department Purchasing Office. Client Department(s) Austin Energy. Purchasing Language: Contract Amendment. Fiscal Note Funding in the amount of $1,642,350 is available in the Fiscal Year 2020-2021 Operating Budget of Austin Energy. Funding for the remaining contract term is contingent upon available funding in future budgets. Prior Council Action: August 3, 2017 – Council approved the original contract, item 47 on an 11-0 vote. For More Information: Inquiries should be directed to the City Manager’s Agenda Office, at 512-974-2991 or AgendaOffice@austintexas.gov or to Melita Harden, at 512-322-6149-2938 or Melita.Harden@austintexas.gov, or to Terry V. Nicholson, at 512-322-6586 or Terry.Nicholson@austintexas.gov. Council Committee, Boards and Commission Action: August 10, 2020 - To be reviewed by the Electric Utility Commission. Additional Backup Information: The proposed amendment will provide Austin Energy the additional funding required to replace utility vehicles that have either reached their end of life or require repairs in excess of their current market value. The vehicles being replaced are owned by Austin Energy and therefore were not considered for this contract when originally solicited. The contract is for the lease and maintenance of customized utility vehicles used by Austin Energy field crews to support infrastructure, maintenance and construction projects at various locations and worksites within the Austin Energy service area. The vehicles include aerial devices mounted on truck chassis, cranes and digger derricks. The vehicles will be delivered in multiple phases based on availability, equipment life and Austin Energy requirements. Austin Energy performed a cost comparison of leasing versus purchasing these types of utility vehicles and concluded that leasing was the best value to the City. Reduction of downtime and inclusion of maintenance and repairs in the lease agreements yielded significant savings over purchasing the same vehicles. . ..Strategic Outcome(s) Strategic Outcome(s): Government That Works for All.