Items 2-14: Draft RCAs — original pdf

Backup

Item 2 Posting Language ..Title Authorize negotiation and execution of an amendment to the professional services agreement with Stanley Consultants, Inc., for professional engineering services for the Rainey Street Gas Insulated Switchgear Substation Design (formerly Future Downtown Gas Insulated Switchgear Substation Design) in the amount of $1,436,894.58, for a total contract amount not to exceed $2,895,894.58. [Note: This amendment was awarded in compliance with City Code 2-9B (Minority Owned and Women Owned Business Enterprise Procurement Program). Current participation to date is 30.64% MBE and 15.96% WBE.] ..Body Lead Department Capital Contracting Office Managing Department Austin Energy Fiscal Note Funding is available in the Fiscal Year 2020-2021 Capital Budget of Austin Energy. Purchasing Language: Original contract was awarded through a qualifications-based selection process. Prior Council Action: December 7, 2017 – Council approved a professional services agreement with Stanley Consultants, Inc. for the Future Downtown Gas Insulated Switchgear Substation Design. For More Information: Inquiries should be directed to the City Manager’s Agenda Office, at 512-974-2991 or AgendaOffice@austintexas.gov. NOTE: Respondents to this solicitation, and their representatives, shall direct inquiries to Rolando Fernandez, 512-974-7749, Beverly Mendez, 512-974-3596, or the Project Manager, Tara Delagarza, 512-505- 7175. Council Committee, Boards and Commission Action: To be reviewed by the Electric Utility Commission on February 8, 2021. November 13, 2017 - Recommended by the Electric Utility Commission on a 7-0 vote, with Commissioners Fath and Hadden absent, and with two vacancies. Additional Backup Information: A new substation is needed at City-owned property at 806 ½ Lambie Street to serve recent Central Business District development and potential redevelopment along the Waller Creek area. The 35 kV network circuits in the Waller Creek area are now supplied out of the Seaholm and Brackenridge substations, which are unable to support the anticipated demand and load growth. Developing this new substation is critical before the Downtown area is fully developed. Additionally, this new substation will support load transfers necessary to complete upgrades at the Brackenridge substation as well as facilitate the conversion of some of the 69 kV facilities in this area to 138 kV operations. The original solicitation intended to encompass all professional engineering phase services through post construction services. Upon execution of the original contract, it became evident that Austin Energy’s estimated contract value was insufficient and additional authorization would be required. With more than 60% of the design phase complete, Austin Energy is confident in forecasting the remaining engineering scope of services required to complete the project. The amendment will allow for the completion of the design, and the forthcoming bidding, construction, and warranty phase services for the new gas insulated switchgear substation. Additionally, this amendment will allow for continued coordination with community stakeholders in conjunction with Austin Energy. A delay in this award may negatively impact Austin Energy’s ability to keep up with the demand for services in the Central Business District. This amendment has been approved by the City’s Change Control Committee. The Change Control Committee was established to comply with Council Resolution No. 20120126-048, which required the establishment of consistent criteria and process to evaluate contractual changes for all contracts administered by the Capital Contracting Office. The Change Control Committee is comprised of management-level subject matter experts. Stanley Consultants, Inc. is located in Austin, Texas. ..Strategic Outcome(s) Strategic Outcome(s): Safety, Mobility, Government That Works for All Item 3 Posting Language ..Title Authorize award and execution of a construction contract with DynaGrid Construction Group, LLC, for the Bluff Springs Substation in the amount of $7,407,380.03 plus a $740,380 contingency, for a total contract amount not to exceed $8,148,118.03. [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 13.14% MBE and 0.98% 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 two 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, Tara Delagarza, 512-505-7175. Council Committee, Boards and Commission Action: To be reviewed by the Electric Utility Commission on February 8, 2021. Additional Backup Information: The new Bluff Springs substation is needed to serve the growing loads in the south IH 35 corridor. Large retail developments along south IH 35 and increasing subdivision developments to the east of IH 35 have placed a strain on the existing distribution system infrastructure. Overloads and voltage problems will become an issue since circuits from the Slaughter Lane and Hi-Cross substations would have to be extended to feed the growing loads in this area. The existing facilities would not be able to serve the area without overloading existing equipment and suffering further reductions in switching capabilities. This new substation will provide the substation capacity necessary to serve new developments and will strengthen the distribution system in this part of the service area. Two bids were received but the apparent low bidder was deemed non-responsive by SMBR. A total of seven prime construction companies attended the pre-bid meeting held on November 24, 2020. A delay in this critical system improvement will continue to expose the customers in this area to unacceptable load and voltage levels due to the length of the distribution circuits now feeding the area. In addition, because of limited distribution load switching capabilities in the area, the risk of extended outages during contingencies will increase as the load in the area continues to grow. Delaying the capacitor bank addition may create low voltage in the area. Due to the potential for unknown soil conditions, 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 180 calendar days for completion of this project. This project is located within zip code 78748, within the City’s Extraterritorial Jurisdiction. DynaGrid Construction Group, LLC is located in Lewisville, Texas. ..Strategic Outcome(s) Strategic Outcome(s): Safety, Government That Works for All, Mobility Posting Language ..Title Authorize execution of ten-year extensions to existing electric service franchise agreements for the use of rights-of-way within other municipalities within the Austin Energy service territory, maintaining the payment amount of three percent of gross electric revenues from customers within each municipality. Item 4 ..De Lead Department Austin Energy Fiscal Note Funding in the amount of $1,340,000 is available in the fiscal year 2020-21 Austin Energy Operating Budget. Prior Council Action: January 27, 2011- City Council authorized the negotiation and execution of electric service franchise agreements for the use of rights-of-way with each municipality within the Austin Energy service territory for a payment amount not to exceed three percent of gross electric revenues from customers within the municipality, for terms not to exceed ten years. For More Information: Andy Perny, Division Chief, Law Department (512) 974-2447; Tammy Cooper, VP, Regulatory Affairs and Corporate Communications (512) 505-3901. Council Committee, Boards and Commission Action: February 8, 2021- To be reviewed by the Electric Utility Commission. Additional Backup Information: This request for Council action will authorize the City Manager to extend the terms an additional ten years of the existing franchise agreements with municipalities that lie within, or partially extend into, the electric service area of Austin Energy. Austin Energy executed franchise agreements with an effective date of March 1, 2011 with the cities of Bee Caves, The Hills, Lakeway, Rollingwood, Sunset Valley, and West Lake Hills. Franchise agreements are provided for under Texas law, and the City of Austin currently requires franchises for those non-City electric utilities providing service within Austin’s city limits. Each franchise provides compensation to the municipality in return for the right of Austin Energy to maintain its electric service facilities in the municipality’s rights-of-way. The fee paid to the municipality is three percent of total gross electric revenues received by Austin Energy from customers within the municipality. Total FY20 gross electric revenues from customers in the municipalities listed above were $44.67 million, which resulted in a total franchise payment to all the municipalities of $1.340 million for that year. Payment amounts for future years can only be estimated and will be contingent upon load growth and actual electric usage in the franchise areas. ..Strategic Outcome(s) Strategic Outcome(s): Government That Works for All. Posting Language ..Title Approve an ordinance amending the fiscal year 2020-2021 budgets of Austin Water and Austin Energy to appropriate up to $10,000,000 for the utilities’ Plus-One payment assistance programs. Item 5 ..De Lead Department Austin Energy/Austin Water Fiscal Note Fiscal notes are attached. Prior Council Action: August 12, 2020- Council approved an ordinance adopting the City of Austin Budget for Fiscal Year 2020- 2021, beginning on October 1, 2020, and ending on September 30, 2021. For More Information: Mark Dombroski, AE Deputy General Manager, Chief Financial and Risk Officer, 512-322-6148; Joseph Gonzales, AW Assistant Director, Financial Services, 512-972-0359 Council Committee, Boards and Commission Action: To be reviewed by the Water and Wastewater Commission on February 3, 2021. To be reviewed by the Electric Utility Commission on February 8, 2021. Additional Backup Information: During the March 26, 2020 Council meeting, Council approved Resolution No. 20200326-092 directing the City Manager to explore options available to reduce the impact of utility bills during the time when the City is asking our community to work from or otherwise stay at home to help reduce the spread of the coronavirus. The resolution directed the City Manager to at a minimum consider adjusting eligibility criteria for the Plus 1 emergency financial aid program to make it accessible to individuals who have experienced an impact to their job or earnings as a result of COVID-19 and consider other options for utility rate relief for residential customers. On April 9, 2020 Council approved Ordinance No. 20200409-083 for Austin Energy and Austin Water to contribute an additional $5.0 million each to the Plus One payment assistance program. The Plus One payment assistance program provided direct and targeted relief to our most vulnerable customers experiencing hardship in paying utility bills. Austin Energy and Austin Water will each contribute an additional $5.0 million to the Plus One payment assistance program for FY2021 for additional payment assistance, due to the continuing impacts of COVID- 19. ..Strategic Outcome(s) Strategic Outcome(s): Government that Works for All Item 6 Posting Language ..Title Authorize negotiation and execution of a contract with RecordPoint Software USA LLC, to provide Records365 enterprise electronic records management software solution, for a term of five years for a total contract amount not to exceed $1,551,000. (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 $188,000 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 PAB3005 for these services. The solicitation issued on August 17, 2020 and it closed on September 17, 2020. The recommended contractor submitted the only 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: Paula Barriffe, at 512-322-6118 or Paula.Barriffe@austintexas.gov. Council Committee, Boards and Commission Action: February 8, 2021 - To be reviewed by the Electric Utility Commission. Additional Backup Information: The contract will provide a Records365 enterprise electronic records management software solution. The solution will provide services including implementation, cloud hosting, maintenance and support, and related professional services. Records365 software will facilitate a more automated process, effective inventory, classification, retention and disposition of Austin Energy records and will enhance Austin Energy’s ability to comply with state and local laws, rules and regulations governing records management. The record inventory, classification and disposition process for digital records currently consists of manually updating spreadsheets, is resource intensive and subject to human error. ..Strategic Outcome(s) Strategic Outcome(s): Government That Works for All. Item 7 Posting Language ..Title Authorize award of a multi-term contract with Lauren Concrete Inc., for ready-mix concrete, for up to five years for a total contract amount not to exceed $8,700,000. (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 $7,830,000 is available in the Fiscal Year 2020-2021 Capital Budget of Austin Energy. Funding in the amount of $101,500 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 an Invitation for Bids (IFB) 1100 JMF1009REBID for these goods. The solicitation issued on November 2, 2020, and it closed on December 8, 2020. The recommended contractor submitted the only 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 DeJuan Brown, at 512-322-6472 or DeJuan.Brown@austintexas.gov. Council Committee, Boards and Commission Action: February 8, 2021 - To be reviewed by the Electric Utility Commission. Additional Backup Information: The contract will provide various types of ready-mix concrete used by Austin Energy on an as-needed basis. Ready-mix concrete is a type of concrete manufactured in a plant according to a specific mix design then delivered to a work site by truck-mounted transit mixers. Austin Energy will use this concrete for various installation and maintenance projects including but not limited to encasement of electrical conduit, concrete repairs, installation of pull boxes, and creation of pads for substation equipment such as transformers, switchgear, and circuit breakers. Lauren Concrete Inc. is the current provider of ready-mix concrete. The current contract expires April 2, 2021. Contract Detail: Contract Term Initial Term Optional Extension 1 TOTAL Length of Term 3 yrs. 2 yrs. 5 yrs. Contract Authorization $5,220,000 $3,480,000 $8,700,000 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 award of three multi-term contracts for three phase distribution padmount transformers, with KBS Electrical Distributors Inc.; WESCO Distribution, Inc. D/B/A Hi-Line Utility Supply Co, LLC aka Power Supply; and Techline Inc.; each for up to five years for total contract amounts not to exceed $56,875,000, divided among the contractors. (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 $6,635,417 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 an Invitation for Bids (IFB) 1100 DTB1020 for these goods. The solicitation issued on September 28, 2020 and closed on October 20, 2020. Of the 12 offers received the recommended contractors submitted the lowest 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 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: February 8, 2021 - To be reviewed by the Electric Utility Commission. Additional Backup Information: The contract will provide three phase distribution padmount transformers for Austin Energy on an as needed basis. These transformers reduce primary voltage from 12,470 volts to a lower secondary voltage of 208/240 to enable use by customers in apartment buildings, schools, hospitals, and industrial sites, and are designed to be weather resistant. These transformers will replenish inventory stock. This contract replaces an existing contract that expires June 1, 2021. All the recommended contractors are local and two of the recommended contractors are current providers of these goods. ..Strategic Outcome(s) Strategic Outcome(s): Government That Works for All. Item 9 Posting Language ..Title Authorize award of a contract with Techline Inc., to provide substation circuit breakers, in an amount not to exceed $300,000. (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 2020-2021 Capital Budget of Austin Energy. Purchasing Language: The Purchasing Office issued an Invitation for Bids (IFB) 1100 JMF1010 for these goods. The solicitation issued on November 9, 2020, and it closed on December 8, 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 Ahide Garcia, at 512-322-6038 or Ahide.Garcia@austintexas.gov. Council Committee, Boards and Commission Action: February 8, 2021 - To be reviewed by the Electric Utility Commission. Additional Backup Information: The contract will provide 15kV medium voltage circuit breakers. Circuit breakers are used to protect medium voltage distribution lines, substation equipment, and the distribution system. The circuit breakers are essential to maintain the safety and reliability of the electrical system by performing switching and protection functions in Austin Energy substations. The requested authorization amount will allow Austin Energy to replace circuit breakers that are at end of life. ..Strategic Outcome(s) Strategic Outcome(s): Safety; Government That Works for All. Item 10 Posting Language ..Title Authorize negotiation and execution of a professional services agreement with the following 2 staff recommended firms (or other qualified responders) for Request for Qualifications Solicitation No. Solicitation CLMP312: HDR Engineering, Inc. and POWER Engineers, Inc., for engineering services for the Austin Energy Staff Augmentation, Engineering and Related Engineering Services for Electric System Engineering and Technical Services Rotation List in an amount not to exceed $25,875,000. [Note: This contract will be awarded in compliance with City Code Chapter 2-9B (Minority Owned and Women Owned Business Enterprise Procurement Program) with HDR Engineering, Inc. meeting the goals of 15.80% MBE and 15.80% WBE participation and POWER Engineers, Inc. achieving Good Faith Efforts with 13.90% MBE and 15.80% 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: Staff recommendation is based on the two most qualified firms out of 16 firms evaluated through the City’s qualification-based selection process. 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, Rick Wilson, 512-974-7261, or the Project Manager, Tara Delagarza, 512- 505- 7175. Council Committee, Boards and Commission Action: To be reviewed by the Electric Utility Commission on February 8, 2021. Additional Backup Information: As a standard business practice, the City routinely engages the services of professional engineering firms to perform analysis, design and support services associated with construction or improvement of City capital assets. Rotation List contracting allows the City to always have a group of qualified consultants available to perform a specific type of recurring work in a timely manner to meet the project and operational needs of the City. Prior to issuing, this solicitation was reviewed by the City’s Rotation List Advisory Committee, which is made up of staff from the Capital Contracting Office, Small and Minority Business Resource Department, Public Works Department, and Austin Energy. The total authorization amount, the number of firms to be recommended for selection, and the authorization amount per firm were discussed and reviewed by the Committee. The Capital Contracting Office expects that user department will require these services to meet current and future transmission, substation, and distribution electrical engineering and associated supporting engineering needs. The selected firms will serve as a professional consultant for Austin Energy, providing technical consultation and advice for the Electric System Engineering and Technical Services group of Austin Energy. Services will generally include producing turnkey project and construction drawing packages, as well as providing engineering, technical and drafting personnel to augment Austin Energy staff at Austin Energy work spaces. Anticipated Services include, but are not limited to, the following: • Transmission Design • Substation Design • Relay Design • Protection Design • Planning Analysis • Distribution Design • Equipment and Materials Analysis • Construction Materials Testing, Subsurface Utility Exploration and Geotechnical Engineering Services • Civil Engineering • Land Surveying Services • Right-of-Way Appraisal and Acquisition Services A delay in this award may negatively impact Austin Energy’s ability to meet the demand for services. This request allows for the development of a professional services agreement with each of the two recommended firms until financial authorization is expended. Initial project assignments will be based on the firm’s final ranking as determined during the Request for Qualifications evaluation (highest to lowest), the maximum cumulative contracted amount in comparison to the estimated task budget for that firm, and the firm’s qualifications and availability of expertise at time of project need. Per firm authorizations may be increased or decreased, through the life of the contract, based on the needs of a particular assignment and will follow the established rotation list policies and procedures. If the City is unsuccessful in negotiating a satisfactory agreement with a recommended firm(s), if a selected firm ceases practice during the contract period, or if the City elects to terminate its agreement with one of the selected firms, the remaining assignments will be assigned to the remaining firm(s) for the duration of the contract period. Strategic Outcome(s): Safety, Government That Works for All ..Strategic Outcome(s) Item 11 Posting Language ..Title Authorize an amendment to an existing contract with SuccessFactors, Inc., to provide continued subscription for talent, performance, and learning management software, for an increase in the amount of $315,000 and to extend the term by one year, for a revised total contract amount not to exceed $2,921,702. (Note: This contract was awarded as a sole source and is exempt from City Code Chapter 2-9C Minority Owned and Woman Owned Business Enterprise Procurement program). ..Body Lead Department Purchasing Office. Client Department(s) Austin Energy; Public Works. Fiscal Note Funding in the amount of $161,306 is available in the Fiscal Year 2020-2021 Operating Budget of Austin Energy. Funding in the amount of $48,183 is available in the Fiscal Year 2020-2021 Operating Budget of Public Works. Funding for the remaining contract term is contingent upon available funding in future budgets. Purchasing Language: Contract Amendment. Prior Council Action: November 3, 2011 – Council approved the original contract, item 28, on a 7-0 vote. January 26, 2017 – Council approved an amendment, item 33, on a 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 Paula Barriffe, at 512-322-6118 or Paula.Barriffe@austintexas.gov. Council Committee, Boards and Commission Action: February 8, 2021 - To be reviewed by the Electric Utility Commission. Additional Backup Information: The proposed amendment is for the continuation of a subscription to talent, performance, and learning management software for Austin Energy and Public Works. The software is used for automated Success Strategy Performance Reviews for over 2,100 employees, goal planning aligned to strategic objectives, tracking and ensuring training to comply with regulatory requirements, and career/development planning using 360 degree feedback. The software is necessary to help Austin Energy and Public Works enhance employee engagement and plan for current talent development and future leadership needs. A one-year extension is being requested to maintain service of the existing software while Austin Energy transitions to a new provider and for Public Works to evaluate continued use of SuccessFactors. Austin Energy began using this software in 2007 as a result of a competitive solicitation. SuccessFactors’s software has been used for the past 13 years by Austin Energy and permits the efficient use of a known system with enhancements including dashboard metrics for performance completion status and rating distribution in real time. This ensures that appropriate documentation is available in support of Municipal Civil Service rules. Additionally, the software provides the ability to conduct talent searches based on employee profiles to offer career development opportunities to employees through job rotations or special project assignments. The software usage expanded in 2015 to include Public Works. By virtue of its continued use over the last 13 years, the system now has an extensive repository and is integrated into City processes. The software is proprietary to SuccessFactors, an SAP Company. ..Strategic Outcome(s) Strategic Outcome(s): Government That Works for All. . Item 12 Posting Language ..Title Authorize award of a contract with Texas Electric Cooperatives, to provide coupling capacitor voltage transformers, for five years for a total contract amount not to exceed $585,000. (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 $58,500 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 an Invitation for Bids (IFB) 1100 DTB1021 for these goods. The solicitation issued on November 2, 2020 and it closed on December 1, 2020. Of the seven 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: DeJuan Brown, at 512-322-6472 or DeJuan.Brown@austintexas.gov. Council Committee, Boards and Commission Action: February 8, 2021 - To be reviewed by the Electric Utility Commission. Additional Backup Information: The contract will provide 362 kilovolt coupling capacitor voltage transformers for Austin Energy's transmission system on an as needed basis. Coupling capacitor voltage transformers are devices that safely convert high transmission voltage to lower utilization voltage so that revenue meters, protective relays, and other control devices can function properly. These devices provide reproduction of both transient and steady-state voltage measurements necessary for metering, protecting, and controlling equipment. This contract replaces an existing contract that expires April 16, 2021. The recommended contractor is a local vendor. ..Strategic Outcome(s) Strategic Outcome(s): Government That Works for All. Item 13 Posting Language ..Title Authorize negotiation and execution of a cooperative contract with Carahsoft Technology Corp, to provide Smartsheet work management software licenses, maintenance and support, for a term of five years for a total contract amount not to exceed $600,000. (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 goods and services required for this procurement, there were no subcontracting opportunities; therefore, no subcontracting goals were established). ..Body Lead Department Purchasing Office. Client Department(s) Austin Energy; Communications and Technology Management. Fiscal Note Funding in the amount of $22,304 is available in the Fiscal Year 2020-2021 Operating Budget of Austin Energy. Funding in the amount of $27,696 is available in the Fiscal Year 2020-2021 Operating Budget of the Communications and Technology Management Department. Funding for the remaining contract term is contingent upon available funding in future budgets. Purchasing Language: Multiple vendors within this cooperative purchasing program were reviewed for these goods and services. The Purchasing Office has determined this contractor best meets the needs of the departments to provide the goods and 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 Sai Xoomsai, at 512-505-7601 or Sai.Xoomsai@austintexas.gov. Council Committee, Boards and Commission Action: February 8, 2021 – To be reviewed by the Electric Utility Commission. Additional Backup Information: The contract will provide software licenses, maintenance and support of the Smartsheet work management software solution. The Smartsheet solution provides an end-to-end work platform allowing City departments to collaborate, manage, report on work in real time, and automate workflows. This contract will consolidate 11 contracts from various City departments into a single contract. The requested authorization amount is based on forecasted needs for the term of the contract. The State of Texas Department of Information Resources 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): Government that Works for All. ..Strategic Outcome(s) Item 14 Approve an ordinance authorizing acceptance of $1,000,000 as part of the Office of Energy Efficiency and Renewable Energy (EERE) award from the U.S. Department of Energy (DOE) and amending the Fiscal Year 2020 - 2021 Austin Energy Operating Budget Special Revenue Fund (Ordinance No. 20200812-001) to appropriate $1,000,000 for Building Technologies Proving Ground – Public Sector Field Validation Conservation Research and Development Program. Posting Language Lead Department Austin Energy Fiscal Note Funding in the amount of $1,000,000 is available from the Department of Energy (DOE). A city funding match of $450,000 is required and available in the Fiscal Year 2020-2021 Austin Energy Operating Budget. A fiscal note is attached. Prior Council Action: No Prior Action For More Information: Kurt Stogdill, Manger, Green Building and Emerging Technology, 512- 322-6510 Council Committee, Boards and Commission Action: To be reviewed by the Electric Utility Commission on February 8, 2021 and Resource Management Commission on February 16, 2021. Additional Backup Information: In January of 2021 the U.S. Department of Energy (DOE) awarded the City of Austin (Austin Energy or AE) a $1,450,000 cooperative agreement, three-year term grant under the Office of Energy Efficiency and Renewable Energy (EERE) Building Technologies Proving Ground – Public Sector Field Validation to help local government demonstrate how new technologies and operational improvements perform when integrated into real-world commercial and multi-family buildings. The objective of this funding is to generate and disseminate data on the field performance of novel approaches to integrate advanced building technologies that can inform commercial and multi- family building efficiency, demand flexibility, and building-to-grid programs. Projects funded through this FOA will have the potential to significantly reduce energy use in U.S. commercial buildings, develop new value streams for commercial building owners, and provide the end use flexibility required to dynamically balance the distribution grid. Strategic Outcome(s)  Austin Energy will collaborate with property owners to deploy energy efficiency technology, with a goal of 50% of program participation comprised of affordable housing. Austin Energy will collaborate with energy aggregators working in the multifamily space, energy technology and installation service providers to develop and deploy equipment in existing properties. Austin Energy will collaborate with non-profit organizations working to advance energy used by buildings through research and education. New partnership agreements will be necessary to work with energy aggregators working in the multifamily space and non-profit organizations capable of complex data analysis, independent third- party review of results, and development of educational materials. New agreements will be necessary with community ambassadors to ensure the rebate program development is developed in collaboration with and shared with the communities we aim to reach with this program. Austin Energy expects to update approximately 1400 multifamily units with technology that supports energy efficiency and demand response capabilities. Austin Energy plans to deploy technology capable of remote control of HVAC, water heating and potentially other electric devices within rental units. The technology will also provide the property manager with a virtual meter to reduce energy use in vacant units and enable alerts on malfunctioning electric-using equipment and excess energy use. At the end of the grant period, the work in Existing Buildings will be transitioned to the Energy Efficiency Services Multifamily Team, and the lessons learned will be transitioned to the Austin Energy Green Building team for codes and new construction recommendations. This grant application is one effort Austin Energy is working on to create solutions to address historical challenges and community concerns regarding the split incentive in affordable rental properties and the energy burden experienced disproportionately by communities of color in Austin. The split incentive challenge occurs when tenants pay the energy bills and the building owners have no incentive to pay for energy efficiency upgrades. Strategic Outcome(s): Government for All