Items 2-8: Draft RCAs — original pdf

Backup

Item 2 Posting Language ..Title Authorize an amendment to an existing contract with Nalco Company LLC D/B/A Nalco Company, for continued specialty chemical water treatment services, for an increase in the amount of $2,225,250, for a revised total contract amount not to exceed $11,126,250. (Note: This contract 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 contract, there were insufficient subcontracting opportunities; therefore, no subcontracting goals were established). ..Body Lead Department Purchasing Office. Client Department(s) Austin Convention Center Department; Austin Energy; Austin Public Library; Aviation; Building Services Department; Parks and Recreation Department. Fiscal Note Funding in the amount of $1,854,375 is available in the Fiscal Year 2020-2021 Operating Budget of various City departments. Funding for the remaining contract term is contingent upon available funding in future budgets. Purchasing Language: Contract Amendment. Prior Council Action: February 2, 2017 – Council approved the original contract, item 28, on a 10-0 vote, with Council Member Casar was 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: November 9, 2020 - To be reviewed by the Energy Utility Commission. Additional Backup Information: The proposed amendment will provide City departments additional funding for continued specialty chemical water treatment services. The specialty chemicals protect assets such as chilled water loops, power boilers, and condenser water loops. These chemicals are specifically blended and designed to prevent hazardous public health issues and reduce or eliminate corrosion and erosion within the different piping loops located at various City facilities including the power plants, chilled water plants, various City office buildings, as well as the airport. The original funding request was based on the five-year forecast for five City departments. The chemicals were needed at additional locations not anticipated in the original forecast. . ..Strategic Outcome(s) Strategic Outcome(s): Safety; Government that Works for All; Health and Environment. Item 3 Posting Language ..Title Authorize negotiation and execution of a contract with Power Monitors, Inc., to provide voltage recorders, in an amount not to exceed $105,000. (Note: Sole source contracts are exempt from the City Code Chapter 2-9D Minority Owned and Women Owned Business Enterprise Procurement Program; therefore, no subcontracting goals were established). ..Body Lead Department Purchasing Office. Client Department(s) Austin Energy. Purchasing Language: Sole Source. Prior Council Action: Fiscal Note Funding is available in the Fiscal Year 2020-2021 Operating Budget of Austin Energy. For More Information: Inquiries should be directed to the City Manager’s Agenda Office, at 512-974-2991 or AgendaOffice@austintexas.gov or to Cedric Zachary, at 512-322-6215 or Cedric.Zachary@austintexas.gov. Council Committee, Boards and Commission Action: November 9, 2020 - To be reviewed by the Electric Utility Commission. Additional Backup Information: The contract will provide voltage recorders that produce real time data to troubleshoot customer service interruptions. The new model of voltage recorders has wireless features that will allow Austin Energy field employees to access power quality data from laptops reducing their exposure to electrical hazards and the need to attach recorders at the customer’s service point. These recorders will replace 20-year-old equipment and allow Austin Energy to measure and record single phase, three-phase, and industrial voltage. Austin Energy utilizes Power Monitor Inc.’s equipment, and its personnel are trained in the installation of the Power Monitor recorders and the operation of its software platform. Power Monitor Inc.’s equipment and software are not compatible with other brands and are available through direct factory sales only. ..Strategic Outcome(s) Strategic Outcome(s): Safety; Government That Works for All. Item 4 Posting Language ..Title Authorize negotiation and execution of a multi-term contract with Creative Consumer Research Inc., to provide market research studies, for up to five years for a total contract amount not to exceed $1,500,000. (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 insufficient 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 EAL3014 for these services. The solicitation issued on July 20, 2020 and it closed on August 11, 2020. Of the eight 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: November 9, 2020 - To be reviewed by the Electric Utility Commission. Additional Backup Information: The contract will provide market research studies for Austin Energy and the City. The studies will monitor the attitudes and perceptions of electric utility residential and commercial customers and Austin citizens and provide insight on the programs and services they value. Research will also include customer satisfaction, program participation, low income weatherization evaluation, research specific focus groups and other necessary customer and citizen-focused research to enable the support and development of energy efficiency programs and best in class outreach. The contractor will utilize data collection techniques such as telephone surveys through their on-site call center, direct mail, focus groups, online panels, and in-person interviews. Creative Consumer Research Inc., a certified small business and Historically Underutilized Business, is the current provider for these services. The current contract expires February 18, 2021. An evaluation team with expertise in this area evaluated the offers and scored Creative Consumer Research Inc. as the best to provide these services based on project concept and strategy, proposer experience, project management structure, price, local business presence, and service-disabled veteran business enterprise. Contract Detail: Contract Term Initial Term Optional Extension 1 Optional Extension 2 Optional Extension 3 Optional Extension 4 TOTAL Length of Term 1 yr. 1 yr. 1 yr. 1 yr. 1 yr. 5 yrs. Contract Authorization $ 300,000 $ 300,000 $ 300,000 $ 300,000 $ 300,000 $1,500,000 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 5 Posting Language ..Title Authorize negotiation and execution of a multi-term contract with Utilities International, Inc., or one of the other qualified offerors to Request For Proposals (RFP) 1100 BDH3001REBID, to provide a financial planning and regulatory reporting software solution, for up to six years for a total contract amount not to exceed $3,750,000. (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 were insufficient 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 $2,250,000 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 BDH3001REBID for these services. The solicitation issued on December 2, 2019 and it closed on January 21, 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: Brett Hardy, at 512-322-6122 or Brett.Hardy@austintexas.gov. Council Committee, Boards and Commission Action: November 9, 2020 – To be reviewed by the Electric Utility Commission. Additional Backup Information: The contract will provide Austin Energy with a cloud hosted software application for a financial planning and regulatory reporting solution. The solution will consolidate financial data into a single platform to optimize financial, operational, and reporting needs. This will improve business and reporting processes, data integrity, version control, workflow management, and approval processes. This will also allow Austin Energy to maintain financial resiliency to ensure cost recovery, provide market competitiveness, deliver operational excellence, and create value for customers and the Austin community. In addition, the solution will improve and streamline integration with City financial systems and enhance the ability to share data and information internally within Austin Energy business units. This is a new contract. An evaluation team with expertise in this area evaluated the offers and determined that Utilities International, Inc. was the best to provide these services based on price, service-disabled business enterprise, local preference, system concept and solution and program, and demonstrated applicable experience and personnel qualifications. 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 Optional Extension 4 TOTAL Length of Term 2 yrs. 1 yr. 1 yr. 1 yr. 1 yr. 6 yrs. Contract Authorization $2,750,000 $ 250,000 $ 250,000 $ 250,000 $ 250,000 $3,750,000 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 6 Posting Language ..Title Authorize negotiation and execution of a contract with Big Analytix LLC, to provide an enterprise electric utility report repository, for a term of five years in an amount not to exceed $5,000,000. (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 $3,000,000 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. ..Body Lead Department Purchasing Office. Client Department(s) Austin Energy. Purchasing Language: Critical Business Need. 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 Daniel Dellemonache, at 512-974-2981 or Daniel.Dellemonache@austintexas.gov. Council Committee, Boards and Commission Action: November 9, 2020 – To be reviewed by the Electric Utility Commission. Additional Backup Information: The contract will provide Austin Energy with a comprehensive integrated data information and cloud-based analytics platform that will provide the repository and analytics capabilities for revenue assurance and cost optimization. Big Analytix will provide a near real-time solution to support self-service operational and historical reporting. The platform will be able to ingest electric utility data from targeted data sources and provide virtualized run-time schemas that allow users to perform their own analysis on top of the data layer. Big Analytix will install, configure, and manage the data and cloud analytics platform, as well as provide testing and training. This project will provide a solution that integrates into Austin Energy’s electric utility data ecosystem and can be coupled with additional systems for further business intelligence use. The solution will provide capabilities for better decision making that can respond to changing business climates and demands. The analytics repository will provide data insight across the business life cycle and later be applied to additional data sources including assets, trading, marketing and others as determined by Austin Energy leadership. These new capabilities will allow Austin Energy to overcome current limitations around business analysis, data storage and retrieval and infrastructure scalability and performance, as they relate to reporting. The solution also provides industry specific focus with the inclusion of data extract specifications for common energy sector source systems, data integration routines for common energy sector source systems and data set definitions for common electric utility analytics use cases. Contract Detail: Contract Term Initial Term Optional Extension 1 Optional Extension 2 Optional Extension 3 Optional Extension 4 TOTAL Length of Term 1 yr. 1 yr. 1 yr. 1 yr. 1 yr. 5 yrs. Contract Authorization $3,000,000 $ 500,000 $ 500,000 $ 500,000 $ 500,000 $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 7 Posting Language ..Title Authorize negotiation and execution of five multi-term contracts to provide roofing maintenance, repairs, and supplies, with RYCARS Construction LLC (MBE); Canalco, Inc. (MBE); LD Tebben Company Inc.; Tecta America Austin LLC; and Empire Roofing Companies Inc.; each for up to five years for total contract amounts not to exceed $24,524,000, divided among 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. However, two of the recommended contractors identified subcontracting opportunities). ..Body Lead Department Purchasing Office. Client Department(s) Austin Convention Center Department; Austin Energy; Austin Police Department; Austin Public Library; Austin Resource Recovery; Austin Water; Aviation; Building Services Department; Parks and Recreation Department. Fiscal Note Funding in the amount of $2,157,667 is available in the Fiscal Year 2020-2021 Operating Budgets of various City departments. Funding in the amount of $3,169,000 is available in the Fiscal Year 2020-2021 Capital Budgets of various City departments. Funding for the remaining contract terms are contingent upon available funding in future budgets. Purchasing Language: The Purchasing Office issued a Request for Proposals (RFP) 7500 CRR3010 for these services. The solicitation issued on July 20, 2020 and it closed on August 25, 2020. Of the 10 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 512-974-2959 or ClaudiaR.Rodriquez@austintexas.gov. Council Committee, Boards and Commission Action: November 9, 2020 – To be reviewed by the Electric Utility Commission. November 18, 2020 – To be reviewed by the Water and Wastewater Commission. Additional Backup Information: These contracts will provide roofing services for City-owned facilities. The contractors will perform routine inspections and preventive maintenance services on a semi-annual basis at requested locations, with general and emergency repair services performed on an as-needed basis. These services help to prevent premature roof failure and extend the life of existing roofs on City facilities. The contracts support all City departments and over 300 City-owned facilities, therefore multiple contractors are being recommended for award in order to respond to a high volume of services and roofing emergencies that may arise throughout the contract term. These contracts will replace the current contract, which expires on March 11, 2021. Empire Roofing, one of the recommended contractors is the current provider for these services. RYCARS Construction LLC and Canalco, Inc. are both certified minority owned business enterprises (MBEs), with the City’s Small and Minority Business Resources Department. The requested authorization amounts for the contracts were determined using departmental estimates for planned projects and historical spend, which includes a small annual increase from the current contract in additional preventative maintenance services to accommodate for anticipated work for aging roofs. An evaluation team with expertise in this area evaluated the offers and scored the recommended contractors as the best to provide these services based on overall experience and qualifications, technical program, proposed solutions and business continuity, price, local preference and service disabled veteran’s business enterprise. If these contracts are not secured, the City will have to perform repetitive spot purchases which increase administrative costs and time needed to make repairs to roofs at City facilities. 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 $ 15,780,000 $ 4,110,000 $ 4,634,000 $ 24,524,000 Note: Contract Authorization amounts are based on the City’s estimated annual usage. ..Strategic Outcome(s) Strategic Outcome(s): Safety; Health and Environment. Posting Language ..Title Authorize negotiation and execution of a three-year membership agreement with the Electric Power Research Institute for research programs related to advanced distribution operations and planning, more efficient transmission and distribution operations, integration of distributed energy resources, customer technologies, and electric vehicles in an amount not to exceed $1,200,000. Item 8 .De Lead Department Austin Energy Fiscal Note Funding in the amount of $400,000 is available in the Fiscal Year 2020-2021 Operating Budget of Austin Energy. Funding for remainder of the agreement is contingent upon available funding in future budgets. Prior Council Action: December 7, 2017- Council approved a membership agreement with the Electric Power Research Institute for research programs related to advanced distribution operations and planning, more efficient transmission, distribution, and generation operations, integration of distributed energy resources, demand response, and electric vehicles. For More Information: Jeff Vice, Director, Local Government Issues (512) 322-6087; Greg Flay, Chief Technology Officer. Council Committee, Boards and Commission Action: To be reviewed by the Electric Utility Commission on November 9,2020. Additional Backup Information: Membership in the Electric Power Research Institute (EPRI) will allow Austin Energy to collaborate with other utilities and increase its understanding of advanced distribution operations and planning, more efficient transmission and distribution operations, integration of distributed energy resources, customer energy usage and building technologies, and electric vehicle adoption. Austin Energy has been a member of EPRI for fourteen years. Membership in EPRI provides a cost effective way for utilities to pool resources and participate in research projects that add value to their present and future operation. The Electric Power Research Institute was established in 1973 as an independent, non-profit center for public interest energy and environmental research. EPRI brings together member organizations, its scientists and engineers, and other leading experts to work collaboratively on solutions to the challenges of electric power. These solutions span nearly every area of power generation, delivery, and use, including health, safety, and the environment. EPRI’s members represent over 90 percent of the electricity generation in the United States and several European and other utilities. EPRI members includes several large municipal power peer utilities such as New York Power Authority, Seattle City Light, CPS Energy, and Nebraska Public Power, and public power is represented on the EPRI governing board.