Items 2-14: Draft RCAs — original pdf

Backup

Item 2 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 provide additional Trend Micro products and services, for an increase in the amount of $110,262, for a revised total contract amount not to exceed $268,000. (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, there were no subcontracting opportunities identified; therefore, no goals were established). ..Body Lead Department Purchasing Office. Client Department(s) Austin Energy. Purchasing Language: Contract Amendment. Prior Council Action: Fiscal Note Funding in the amount of $9,000 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 Trend Micro software products and extend software maintenance and support services. Trend Micro products have security capabilities to detect and protect against known and unknown vulnerabilities and provide increased visibility and a faster response to attacks. Since the original purchase, Austin Energy has added additional technology assets required for support during the pandemic which has created the need for additional security for those assets. . ..Strategic Outcome(s) Strategic Outcome(s): Government That Works for All. Item 3 Posting Language ..Title Authorize award and execution of a construction contract with Flintco, LLC for the Domain Four Chillers Demolition project in the amount of $1,339,000 plus a $66,950 contingency, for a total contract amount not to exceed $1,405,950. [Note: This contract will be awarded in compliance with City Code Chapter 2-9A (Minority Owned and Women Owned Business Enterprise Procurement Program) by meeting the goals with 12.03% MBE and 0.37% WBE participation.] ..Body Lead Department Capital Contracting Office Managing Department Austin Energy Fiscal Note Funding is available in the Fiscal Year 2019-2020 Capital Budget of Austin Energy. Purchasing Language: Only one bid received through a competitive Invitation for Bid solicitation. Prior Council Action: N/A 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, Garrett Cox, 512-974-9423, or the Project Manager, Annette Guerra, 512-322- 6203. Council Committee, Boards and Commission Action: To be reviewed by the Electric Utility Commission on September 14, 2020. Additional Backup Information: Austin Energy constructs, maintains, and operates district energy stations and chilled water plants, which transform electrical energy into stored thermal energy distributed, via a network of underground pipes, to external customers in the form of chilled water. The aggregation of loads enables superior efficiencies, reliability, and quality when compared to stand-alone systems. The thermal storage elements in a station enable Austin Energy to shift electrical consumption from on-peak to off-peak electrical periods. Austin Energy owns and operates three district energy and cooling systems serving the Downtown Central Business District, the Domain, and Mueller. This project consists of removing four obsolete chillers from the Austin Energy Domain District Plant. The chillers use an obsolete refrigerant and were previously replaced by newer chillers. The demolition scope includes the remediating the old refrigerant, removing piping, power, Variable Frequency Drives, controls conduit, controls wiring, instrumentation, all associated controls items and supporting items, chiller pads and infrastructure associated with the four existing chillers. The Project also includes the removal of the existing condenser header piping and providing new piping to existing Chiller 9. Additionally, AE will use the empty space created by removing the obsolete chillers to install new, updated switchgear for the plant. The existing switchgear is old, and a recent third-party inspection recommended replacing it. Since only one bid was received, staff contacted other potential bidders to ask why they chose not to bid. The reasons included; bid as a subcontractor, focused on other projects, the need to physically see the site to develop a bid, outside of contractor’s core business practice, and concerns with the remediation component of the scope of work. Due to the potential for failing materials or equipment, and lead and asbestos that may be encountered during the project, a 5% contingency in funding has been included to allow for the expeditious processing of any change orders. A contingency is an additional amount of money added to the construction budget to cover any unforeseen construction costs associated with the project. There will be no impact to the public as the entirety of the project will take place on City property. A delay of this contract will affect Austin Energy’s ability to mitigate environmental impacts associated with ozone depleting refrigerant present in the equipment and create the risk of failure of the aging electrical switchgear causing the plant to go off-line and adversely affecting chilled water customers. The contract allows 90 days for completion of this project. This project is located within zip code 78758 (District 7). Information on this solicitation is available through the City’s Austin Finance Online website. Link: Solicitation Documents. ..Strategic Outcome(s) Strategic Outcome(s): Government that Works for All. Posting Language ..Title Authorize issuance of energy efficiency program rebates by Austin Energy during Fiscal Year 2020-21, in an amount not to exceed $2,700,000 for multifamily energy efficiency rebates and $3,350,000 for commercial and small business energy efficiency rebates, for a total combined amount not to exceed $6,050,000. Item 4 ..De Lead Department Austin Energy Prior Council Action: Fiscal Note Funding is available in the Fiscal Year 2020-2021 Operating Budget of Austin Energy. For More Information: Jeff Vice, Director, Local Government Relations (512) 322-6087; Manuel Garza, Interim Director, Energy Efficiency Services (512) 972-9538 Council Committee, Boards and Commission Action: September 14, 2020 – To be reviewed by the Electric Utility Commission. September 15, 2020 – To be reviewed by the Resource Management Commission. Additional Backup Information: Austin Energy’s energy efficiency rebate programs provide customer incentives to reduce energy demand and associated costs, benefiting all electric utility customers and the utility. This authorization will allow Austin Energy to issue rebates to multifamily, commercial and small business customers during Fiscal Year 2020- 2021 (FY21) for energy efficiency improvements in accordance with program guidelines and up to a combined amount of $6,050,000. The aggregate rebate approval request approved in FY20 reflects a continued commitment to be responsive and flexible to customer needs by reducing the wait time needed to be reimbursed for energy efficiency upgrades. Based on recent experience and input received from customers and contractors, the prior lengthy process and uncertainty caused many prospective applicants to not participate in Austin Energy’s rebate programs. The benefits of this effort really came to fruition in the Multifamily program, which provides rebates for both market-rate and income-qualified properties. Despite interruptions caused by COVID-19, program and contractor participation have increased significantly in FY20—a projected 5,300 unique tenant units will be upgraded (2,300 completed and 3,000 in process), almost double the number completed in FY19. These customers will receive an average of three upgrades per unit (e.g. smart thermostats, lighting, solar screens, HVAC tune-up, etc.), helping to reduce their energy costs during this period of economic uncertainty. The aggregate approval ensured program continuity by assuring that contractors and property managers/owners would receive rebate funding promptly which is even more important in these uncertain economic times. In FY21, Austin Energy will also revamp the Small Business Lighting Program to include additional incentives for smart thermostats, HVAC tune-up, and other technologies. This new ‘Express’ program concept will encourage adoption of bundled upgrades for small and medium businesses, non-profit organizations, and houses of worship. This market segment has been significantly impacted by the COVID- 19 pandemic, and as such, we want to remove barriers to participation. As per current practice, Austin Energy staff will continue to provide a monthly report that summarizes the Commercial, Small Business, and Multifamily program pipeline (including leads, active, and paid projects). For all projects that will exceed $61,000 in rebates, the report will also include measures installed, expected savings, and other relevant data. Therefore, Austin Energy requests authorization to issue up to $2,700,000 in multifamily energy efficiency rebates and $3,350,000 in commercial and small business energy efficiency rebates during Fiscal Year 2020- 2021. The combined program funding represented in this request is $6,050,000 and is included in Austin Energy’s Fiscal Year 2021 operating budget approved by Council on August 12, 2020. The annual cap will remain at $300,000 pursuant to Resolution 20140807-006. ..Strategic Outcome(s) Strategic Outcome(s): Government that Works for All. Item 5 Posting Language ..Title Authorize negotiation and execution of a contract with Marsh USA, Inc. D/B/A Marsh Wortham, for Austin Energy property insurance and related services, for a term of five years in an amount not to exceed $38,565,000. (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; Human Resources Department. Fiscal Note Funding in the amount of $5,182,000 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) 5800 MMO3006 for these services. The solicitation issued on April 13, 2020 and it closed on May 21, 2020. The recommended contractor submitted the only responsive offer. A complete solicitation package, including a log of offer received, is available for viewing on the City’s Financial Services website, Austin Finance Online. Link: Solicitation Documents. 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: Marian Moore, at 512-974-2062 or Marian.Moore@austintexas.gov. Council Committee, Boards and Commission Action: September 14, 2020 - To be reviewed by the Electric Utility Commission. Additional Backup Information: The contract is for necessary coverage to insure Austin Energy’s property, boilers, and machinery, valued at over $2 billion. This coverage is comprehensive in nature and provides a $750 million blanket risk protection which includes coverage for fire, flood, wind, hail, explosion, earthquake, and collapse. Additional services include property inspection services, review of structural plans to ensure compliance with established fire codes and safety standards, and jurisdictional boiler inspections. The contract will replace an existing contract expiring on September 30, 2020. The premium includes the recently purchased $513 million Nacogdoches Bio Mass Plant as well as the newly constructed Winchester substation valued at $5.6 million. The requested authorization amount is based on the pricing received in the proposal and anticipated usage for future years based on anticipated increases in property values as well as rate increases over the life of the contract. The recommended contractor is the current provider for these services. An evaluation team with expertise in this area evaluated the offer and scored Marsh USA D/B/A Marsh Wortham as the best to provide these services based on coverage and limits and adjusting services; premium quoted; carrier and broker qualifications; ancillary services; local business presence, and Service-Disabled Veteran Business Enterprise. ..Strategic Outcome(s) Strategic Outcome(s): Government that Works for All. Item 6 Posting Language ..Title Authorize negotiation and execution of a contract with Daniel L Sun Inc. D/B/A Sun-Net Inc., to provide maintenance, support and system upgrades for the transmission outage scheduler software, for a term of five years for a total contract amount not to exceed $1,000,000. (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 $560,000 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. 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: September 14, 2020 - To be reviewed by the Electric Utility Commission. Additional Backup Information: The contract will provide maintenance, support and the system upgrade from the transmission outage scheduler software to the integrated tools for operations application (iTOA). The upgrade will allow system operators to minimize dual entry into systems through new integrations, and new functionality to allow substation check-in/check-out to be recorded automatically instead of phone calls to the control center. iTOA is an integrated application for outage coordination, switching order writing which reroutes electricity to minimize the impact on end users and dispatch logging. The software supports the Electric Reliability Council of Texas (ERCOT) program interface and is compliant with the North American Electric Reliability Council - Transmission Availability Data System, Phase-I requirement. iTOA is the only software in North America that contains these major functions and has ERCOT program interface. Without the iTOA upgrade, the transmission outage scheduler software will no longer be supported. The iTOA product is solely manufactured and supplied by Daniel L Sun Inc. D/B/A Sun-Net Inc. ..Strategic Outcome(s) Strategic Outcome(s): Safety; Mobility. Item 7 Posting Language ..Title Authorize negotiation and execution of a multi-term contract with TGM Wind Services, LLC D/B/A Kardie Equipment, to provide maintenance, inspection and repair services on Bronto Skylift vehicles, for up to five years for a total contract amount not to exceed $895,000. (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 $179,000 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. 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 L. Harden, at 512-322-6148 or melita.harden@austintexas.gov. Council Committee, Boards and Commission Action: September 14, 2020 –To be reviewed by the Electric Utility Commission. Additional Backup Information: The contract is for maintenance services, repairs, and inspections on Bronto Skylift vehicles. Bronto Skylift vehicles, are specialized bucket trucks with up to 184-foot working height and are used by Austin Energy to maintain the transmission tower network reliability. The contract will maximize uptime on Austin Energy service vehicles by providing regular maintenance by factory trained technicians. This is a new contract which will begin in March 2021. The contractor is the exclusive provider of Bronto Skylift, and no other entity is authorized to service these vehicles in the Texas area. Contract Detail: Contract Term Initial Term Optional Extension 1 Optional Extension 2 Length of Term 2 yrs. 1 yr. 1 yr. Contract Authorization $358,000 $179,000 $179,000 Optional Extension 3 TOTAL 1 yr. 5 yrs. $179,000 $895,000 Note: Contract Authorization amounts are based on the City’s estimated annual usage. ..Strategic Outcome(s) Strategic Outcome(s): Economic Opportunity and Affordability; Government That Works for All. Item 8 Posting Language ..Title Authorize negotiation and execution of a multi-term cooperative contract with Unifirst Holdings, Inc. D/B/A Unifirst Corporation, to provide rental and laundering of flame-resistant uniforms, for up to 63 months for a total contract amount not to exceed $1,827,000. (Note: This procurement 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 procurement, there were no subcontracting; 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: Multiple cooperative purchase programs were reviewed for these services. The Purchasing Office has determined this contractor best meets the needs of the department to provide the services 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 Melita Harden, at 512-322-6149 or Melita.Harden@austintexas.gov. Council Committee, Boards and Commission Action: September 14, 2020 - To be reviewed by the Electric Utility Commission. Additional Backup Information: The contract will provide rental and professional laundering services of flame-resistant uniforms for Austin Energy. The services are for uniforms for certain job duties requiring flame-resistant materials as part of the employee’s personal protective equipment. Currently, Austin Energy purchases uniforms, and employees are responsible for their cleaning. The new contract will standardize the care of the uniforms and ensure that the protective qualities of the uniforms are maintained for the life of the garment. Additionally, the contractor will hold extra uniforms in stock to minimize delay when Austin Energy needs new or replacement uniforms. Sourcewell/National Joint Powers Alliance 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. Contract Detail: Contract Term Initial Term Optional Extension 1 TOTAL Length of Term 51 months 12 months 63 months Contract Authorization $1,479,000 $ 348,000 $1,827,000 Note: Contract Authorization amounts are based on the City’s estimated annual usage. ..Strategic Outcome(s) Strategic Outcome(s): Government That Works for All; Safety. Item 9 Posting Language ..Title Authorize negotiation and execution of a multi-term contract with Power Cost, Inc., to provide a cloud hosted energy trading and risk management solution, for up to 12 years for a total contract amount not to exceed $4,700,000. (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 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 $1,992,198 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 PAX3150REBID for these goods and services. The solicitation issued on October 7, 2019 and it closed on December 3, 2019. Of the four 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: Sai Xoomsai Purcell, at 512-505-7601 or sai.xoomsai@austintexas.gov. Council Committee, Boards and Commission Action: September 14, 2020 - To be reviewed by the Electric Utility Commission. Additional Backup Information: The contract will provide cloud hosted energy trading and risk management (ETRM) solution. The solution will provide services including implementation, cloud hosting, maintenance and support, and related professional services. The solution will provide a single platform to capture, record, track, monitor, value, and report, the commodities, transaction types, and instruments used by Austin Energy for energy market risk management in the Electric Reliability Council of Texas and natural gas markets. Additionally, the solution will include load, generation, and long-term power purchase agreements as well as third party transactions in the position report and in portfolio risk exposure calculations. The ETRM solution will support creation of new instrument types and will provide data extraction and interfacing capabilities with other applications. The system will also allow Austin Energy to perform risk analysis on the combined data set or any subset of the data. The recommended contractor is not the current provider for these goods and services. This contract will replace a contract which expires December 31, 2020. An evaluation team with expertise in this area evaluated the offers and scored Power Cost, Inc. as the best to provide these services based on concept and solution including Appendix A, functional, technical, and non- functional requirements; experience, references, and qualifications; price; local preference; and service- disabled veteran business enterprise. Contract Detail: Contract Term Initial Term Optional Extension 1 Optional Extension 2 TOTAL Length of Term 6 yrs. 3 yrs. 3 yrs. 12 yrs. Contract Authorization $2,881,963 $ 846,697 $ 971,340 $4,700,000 Note: Contract Authorization amounts are based on the City’s estimated annual usage. ..Strategic Outcome(s) Strategic Outcome(s): Economic Affordability and Opportunity; Government That Works for All; Health and Environment. Item 10 Posting Language ..Title Authorize negotiation and execution of a contract with Hyundai Power Transformers USA Inc., to provide a three-phase autotransformer for the Dunlap substation, in an amount not to exceed $4,700,000. (Note: This contract is 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. Fiscal Note Funding is available in the Fiscal Year 2020–2021 Capital Budget of Austin Energy. Purchasing Language: Austin Energy is designating this purchase as a Critical Business Need in accordance with Senate Bill 7, as adopted by the City as Resolution No. 040610-02. 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 DeJuan Brown, at DeJuan.Brown@austintexas.gov. Council Committee, Boards and Commission Action: September 14, 2020 - To be reviewed by the Electric Utility Commission. Additional Backup Information: The contract will provide a three-phase autotransformer for the Dunlap substation serving East Austin. The autotransformer is required to supply additional capacity to Austin Energy’s transmission system due to the retirement of two Decker steam units. Without this addition, there is an increased risk to the reliability of the Austin Energy system in addition to high congestion charges from the Electric Reliability Council of Texas. ..Strategic Outcome(s) Strategic Outcome(s): Government That Works for All. Item 11 Posting Language ..Title Authorize negotiation and execution of a multi-term contract with Wright Tree Service, Inc., or one of the other qualified offerors Request for Proposals 1100 EAL3011REBID, to provide distribution line clearance for street and nightwatchman lights, for up to five years for a total contract amount not to exceed $5,000,000. (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 and subcontractor goals were applied to the solicitation. The recommended contractor provided sufficient evidence of good faith efforts and the resulting contract will include 4.33% MBE/WBE combined participation). ..Body Lead Department Purchasing Office. Client Department(s) Austin Energy. Fiscal Note Funding in the amount of $1,000,000 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 EAL3011REBID for these goods and services. The solicitation issued on April 22, 2020 and it closed on May 7, 2020. Of the three 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: September 14, 2020 – To be reviewed by the Electric Utility Commission. Additional Backup Information: The contract will provide labor, equipment, and materials for vegetation management of street and nightwatchman security lights and wires for Austin Energy’s vegetation management program. Components of the program include capital improvement projects, distribution maintenance on circuit, grid, or substation facilities, individual customer requests, after-hour or storm restoration events, and vegetation suppression. This is a new contract. Currently, vegetation management 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 Wright Tree Service, Inc as the best to provide these services based on program, experience and qualifications, price, service-disabled veteran business enterprise, and local preference. 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 $2,000,000 $1,000,000 $1,000,000 $1,000,000 $5,000,000 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 12 Posting Language ..Title Authorize negotiation and execution of two multi-term contracts with Cleaver-Brooks Sales and Services Inc. and Pro Serv Industrial Contractors, LLC, to provide heat recovery steam generator services, each for up to six years for total contract amounts not to exceed $17,400,000, 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 Energy. Fiscal Note Funding in the amount of $4,900,000 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 DTB3000 for these services. The solicitation was issued on January 27, 2020 and it closed on February 20, 2020. Of the six 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: DeJuan Brown, at 512-322-6472 or DeJuan.Brown@austintexas.gov. Council Committee, Boards and Commission Action: September 14, 2020 – To be reviewed by the Electric Utility Commission. Additional Backup Information: These contracts will provide planned and emergency maintenance and repair services for the heat recovery steam generator (HRSG) at Austin Energy’s Sand Hill Energy Center. The HRSG is a boiler which uses gas turbine exhaust to produce steam used to drive a turbine. Services will be on an as-needed basis which will include maintenance, repair, overhaul, parts, upgrades, and inspection. Multiple contractors are needed to ensure timely response and expertise required to perform maintenance that prevents system failure. These contracts replace the current contract which expires December 15, 2020. An evaluation team with expertise in this area evaluated the offers and determined that Cleaver-Brooks Sales and Services Inc. and Pro Serv Industrial Contractors, LLC were the best to provide these services based on price, service-disabled business enterprise, local preference, experience and qualifications, and work plan. Contract Detail: Contract Term Initial Term Optional Extension 1 Optional Extension 2 TOTAL Length of Term 2 yrs. 2 yrs. 2 yrs. 6 yrs. Contract Authorization $ 7,400,000 $ 5,000,000 $ 5,000,000 $17,400,000 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 13 Posting Language ..Title Authorize an amendment to an existing contract with Great Western Managed Services Corporation D/B/A GWC (WBE), for continued grounds maintenance services for Austin Energy substations and adjacent areas, that would increase the amount by $480,000 and extend the term for up to four years, for a revised total contract amount not to exceed $600,000. (Note: This amendment 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 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 $120,000 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. Prior Council Action: November 14, 2019 – Council approved the original contract with an initial term of one year, item 30, on a 10-0 vote with Council Member Casar 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 Julia Finn, at 512-322-6060 or Julia.Finn@austintexas.gov. Council Committee, Boards and Commission Action: September 14, 2020 - To be reviewed by the Electric Utility Commission. Additional Backup Information: On November 14, 2019, Council approved a contract for substation and adjacent area grounds maintenance. However, Council amended the action to approve only the initial one-year term in order to examine policy related to contracting versus hiring for these services before approving the optional extension options. As stated in the Staff Response to Resolution 20190822-67 – Use of Contracts for General Services or Labor- Intensive Services dated January 31, 2020, this contract was recommended for continuation due to the seasonal nature of the services. The proposed amendment is for authorization of the remaining four, one-year extension options. The initial term expires November 17, 2020. . ..Strategic Outcome(s) Strategic Outcome(s): Government That Works for All; Safety. Item 14 Posting Language ..Title Authorize award and execution of a construction contract with Santa Clara Construction, Ltd.(MBE), for the San Antonio Street Chilled Water Distribution Extension project in the amount of $4,322,891.00 plus a $432,289.100 contingency, for a total contract amount not to exceed $4,755,180.10. [Note: This contract will be awarded in compliance with City Code Chapter 2-9A (Minority Owned and Women Owned Business Enterprise Procurement Program) by meeting the goals with 75.88% MBE and 3.11 % WBE participation.] ..Body Lead Department Capital Contracting Office Managing Department Austin Energy Prior Council Action: N/A Fiscal Note Funding is available in the Fiscal Year 2020-2021 Capital Budget of Austin Energy. Purchasing Language: Lowest responsive bid of nine bids received through a competitive Invitation for Bid solicitation. 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, Garrett Cox, 512-974-9423, or the Project Manager, Richard Duane 512-482-5435. Council Committee, Boards and Commission Action: To be reviewed by the Electric Utility Commission on September 14, 2020. Additional Backup Information: This project will install chilled water piping and associated equipment in the Right of Way to provide chilled water to new customers along 6th Street. In addition to building a chilled water transmission main, this project will connect a new residential and commercial development at 600 Guadalupe Street by July 2021. Chilled water service creates a long-term revenue stream, supports the Austin Energy Resource, Generation and Climate Protection Plan, and allows Austin Energy to shift peak electric use to non-peak hours. Austin Energy is currently working with the developers of the property at 600 Guadalupe Street. The developers require the chilled water connection by July 2021 to complete construction and ultimately occupy the building. Delay of this project would delay building construction. This project will begin construction at the intersection of 5th Street and San Antonio Street, proceed north in San Antonio Street to 6th Street where it will turn east and connect to the new high rise at 600 Guadalupe Street. To minimize inconvenience to the driving public, the project will be 90% underground tunnel with some lane closures and limited detours. All businesses in the area will be notified and message boards will be placed in the area two weeks prior to construction to notify the public before project start. This item includes two allowances. The allowance of $70,000 will be used to address unknown underground contamination and an allowance of $100,000 will be used to address unknown underground conflict. An allowance is an amount that is specified and included in the construction contract or specifications for a certain item(s) of work whose details are not yet determined at the time of bidding. Due to the potential for unknown underground obstructions, a 10% contingency in funding has been included to allow for the expeditious processing of any change orders. A contingency is an additional amount of money added to the construction budget to cover any unforeseen construction costs associated with the project. The contract allows 300 calendar days for completion of this project. This project is located within zip code 78703 (District 9). Santa Clara Construction, Ltd. (MBE/MH), is located in Austin Texas. Information on this solicitation is available through the City’s Austin Finance Online website. Link: Solicitation Documents. Strategic Outcome(s): Government That Works for All ..Strategic Outcome(s)