Items 2-9: Draft RCAs — original pdf

Backup

Item 2 Posting Language ..Title Authorize award and execution of a construction contract with Austin Underground Inc. (MBE), for 301 W. 20th – Duct Bank WR project in the amount of $542,120 plus a $54,212 contingency, for a total contract amount not to exceed $596,332. [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 98.08% MBE and 1.75% WBE participation.] ..Body Lead Department Capital Contracting Office Managing Department Public Works Department 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, Larry Mendez, 512-974-7124. Council Committee, Boards and Commission Action: To be reviewed by the Electric Utility Commission April 12, 2021 Additional Backup Information: The existing duct bank conduits have collapsed in this area and Austin Energy cannot install conductive or electrical cables through it. To maintain reliable electricity, a new duct bank is needed for electrical distribution and to facilitate an underground feeder installed in the new conduit. The work consists of supplementing approximately 800 linear feet of Orangeburg conduits by installing nine new 5-inch ducts from 301 W. 20th Street to 105 W. 20th Street. The duct bank will connect the existing manholes in W. 20th Street and terminate with two 5-inch ducts to a future riser. During construction there will be lane closures and detours. The contractor will install appropriate traffic detour signs and barricades to direct traffic. A delay in the approval of this contract will limit the distribution of electricity to surrounding buildings. Due to the potential for unforeseen underground conflicts, 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. By authorizing the additional contingency funding, Council is authorizing any change orders within the contingency amount. The contract allows 270 calendar days for completion of this project. This project is located within zip code 78705 (District 9). Austin Underground Inc. (MBE/MH) is located in Lago Vista, Texas. ..Strategic Outcome(s) Strategic Outcome(s): Safety Item 3 Posting Language ..Title Authorize an amendment to an existing contract with Pike Enterprises Inc. D/B/A Pike Electric LLC, for continued substation installation, repair, and maintenance services, for an increase in the amount of $2,000,000, for a revised total contract amount not to exceed $5,000,000. (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 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 Energy. Purchasing Language: Contract Amendment. Fiscal Note Funding in the amount of $2,000,000 is available in the Fiscal Year 2020-2021 Capital Budget of Austin Energy. Prior Council Action: August 3, 2017 – Council approved the original contract, item 33, on a 10-0 vote with Council Member Troxclair abstained. 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: April 12, 2021 - To be reviewed by the Electric Utility Commission. Additional Backup Information: The proposed amendment will provide Austin Energy additional funding for continued substation installation and maintenance services. The original funding request was based on anticipated substation maintenance, projects required to bring substations into compliance with North American Electric Reliability Corporation regulations, and contingency for emergencies. A substation was added to Austin Energy’s 2021 Capital Improvement Program projects and was not anticipated at the time of the original funding request.  ..Strategic Outcome(s) Strategic Outcome(s): Government That Works for All. . Item 4 Posting Language ..Title Authorize an amendment to an existing contract with Pike Enterprises Inc., to provide continued transmission and distribution electrical services, for an increase in the amount of $4,000,000, for a revised contract amount not to exceed $93,000,000. (Note: This contract was awarded in compliance with City Code Chapter 2-9A Minority Owned and Women Owned Business Enterprise Procurement Program. For the services required for the contract, subcontractor goals were applied. Current participation to date is 2.079% MBE and 0.141% WBE participation). ..Body Lead Department Purchasing Office. Client Department(s) Austin Energy. Purchasing Language: Contract Amendment. Fiscal Note Funding in the amount of $4,000,000 is available in the Fiscal Year 2020-2021 Capital Budget. Prior Council Action: December 17, 2015 – Council approved original contract, item 72, on a 10-0 vote with Council Member Zimmerman abstained. May 7, 2020 – Council approved an amendment, item 18, on an 11-0 vote. For More Information: Inquiries should be directed to the City Manager’s Agenda Office, at 512-974-2991 or AgendaOffice@austintexas.gov or to Julia Finn, at 512-322-6060 or Julia.Finn@austintexas.gov. Council Committee, Boards and Commission Action: March 8, 2021 - To be reviewed by the Electric Utility Commission. Additional Backup Information: The proposed amendment will provide Austin Energy additional funding to complete planned and emergency transmission and distribution projects. The contract is for transmission and distribution electrical services for Austin Energy. The contractor provides Austin Energy with ready access to contract labor and equipment for projects such as service extensions, removal and replacement of utility poles, residential distribution underground cable upgrades, storm-related outage restoration, and distribution line relocations. The original funding request was based on Austin Energy’s forecast of transmission and distribution projects. Projects have increased over the course of this contract, and the requested authority will allow Austin Energy to maintain services for the duration of this contract.  ..Strategic Outcome(s) Strategic Outcome(s): Safety. . Item 5 Posting Language ..Title Authorize negotiation and execution of a contract with Wesco Distribution, Inc., D/B/A Hi-Line Utility Supply Co, LLC aka Power Supply, for substation capacitor banks, for a term of five years for a total contract amount not to exceed $2,700,000. (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 in the amount of $225,000 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 Terry V. Nicholson, at 512-322-6586 or Terry.Nicholson@austintexas.gov. Council Committee, Boards and Commission Action: April 12, 2021 - To be reviewed by the Electric Utility Commission. Additional Backup Information: The contract will provide Austin Energy with ABB capacitor banks to be used in Austin Energy’s substations. Capacitor banks improve voltage stability and reduce network losses, while improving power transmission capability and control. The capacitors banks control the level of voltage supplied to customers by reducing or eliminating the voltage drop and are installed at various substations through the Austin Energy transmission system. This contractor is the only authorized distributor of the ABB capacitor banks utilized by Austin Energy. ..Strategic Outcome(s) Strategic Outcome(s): Government That Works for All. Item 6 Posting Language ..Title Authorize an amendment to an existing cooperative contract with Dell Marketing LP, to provide Dell hardware and software products and related services including maintenance and support, for an increase in the amount of $21,000,000, for a revised total contract amount not to exceed $68,250,000. (Note: The contract was awarded 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, goals were not established). ..Body Lead Department Purchasing Office. Client Department(s) Austin Energy; Austin Water; Communications and Technology Management. Fiscal Note Funding in the amount of $4,500,000 is available in the Fiscal Year 2020-2021 Operating Budget of Austin Energy. Funding in the amount of $500,000 is available in the Fiscal Year 2020-2021 Operating Budget of Austin Water. Funding in the amount of $4,500,000 is available in the Fiscal Year 2020-2021 Operating Budget of Communications and Technology Management. Funding for the remaining contract term is contingent upon available funding in future budgets. Purchasing Language: Contract Amendment. Prior Council Action: March 2, 2017 – Council approved the original contract, item 24, on an 11-0 vote. February 6, 2020 – Council approved an amendment, item 38, on an 11-0 vote. For More Information: Inquiries should be directed to the City Manager’s Agenda Office, at 512-974-2991 or AgendaOffice@austintexas.gov or to Brett Hardy, at 512-322-6122 or Brett.Hardy@austintexas.gov. Council Committee, Boards and Commission Action: April 7, 2021 – To be reviewed by the Water and Wastewater Commission. April 12, 2021 – To be reviewed by the Electric Utility Commission. Additional Backup Information: The contract is for the purchase of Dell hardware and software products and services including maintenance and support for Austin Energy, Austin Water, and Communications and Technology Management. These products are used to conduct daily operations throughout the City and meet information technology (IT) infrastructure requirements. The associated product and technical services will assist City IT departments with infrastructure and business continuity improvements, allowing for enhanced remote access capabilities, while ensuring stability and maintaining effective security levels. City departments utilized this contract for increased teleworking capabilities during the COVID-19 pandemic. This proposed amendment will increase the authorization allowing those departments to continue to purchase Dell hardware and software products, professional services, and maintenance in support of daily City operations, key IT infrastructure and application management initiatives and further supporting any pandemic related needs.  ..Strategic Outcome(s) Strategic Outcome(s): Government That Works for All. . Dell Hardware - Amendment #2 Item 6 Backup Current RCA, Amendment #2, 5/6/21 for a total of $19M; AE $9M Amendment allows AE to reset contract authority used to address technology needs during the pandemic, and plan for on-going technology based on new baseline set by pandemic purchases Dell Contract History - $66.25M CT M AE AW Amendment T otal Contract T otal Original Contract $17,500,000 $11,750,000 $0 $0 $29,250,000 Amend #1 $10,000,000 $8,000,000 $0 $18,000,000 $47,250,000 Amend #2 $9,000,000 $9,000,000 $1,000,000 $19,000,000 $66,250,000 T otal Award $36,500,000 $28,750,000 $1,000,000 $37,000,000 $66,250,000 This technology has enabled business continuity, allowing for an increase in remote access, while ensuring stability and maintaining effective security levels. Breakout as follows: AE Amendment Request - $9M Laptops, 42% $3,797,368 - completes 3 year lease - starts refresh cycle Technical Services, 2% $1,059,890 - residency services for virtualization platforms Add'l Ops Needs, 12% $1,805,943 - conversions to rugged devices - operational project support Maint/Support, 20% $1,946,799 - enterprise class servers; 2yr support - enterprise agreement virtualization software; 2yr Servers - 2% $150,000 Peripherals, 3% $240,000 - docking stations battery chargers head sets, monitors 1 Item 7 Posting Language ..Title Authorize negotiation and execution of a contract with Gruene Environmental Companies LLC d/b/a Gruene Environmental Construction LP, to provide spill response, clean-up and restoration services, for a term of five years for a total contract amount not to exceed $2,000,000. (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. 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 $167,000 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 MMH3011 for these services. The solicitation issued on December 21, 2020 and it closed on January 28, 2021. 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: Melita Harden, at 512-322-6149 or Melita.Harden@austintexas.gov. Council Committee, Boards and Commission Action: April 12, 2021 – To be reviewed by the Electric Utility Commission. Additional Backup Information: The contract will provide spill response, clean-up and restoration services for emergency and non-emergency spills. The contractor will perform services on an as needed basis for environmental, restoration, hazardous and non-hazardous oil and chemical spills. This work is highly specialized, and the contractor is required to follow all requirements set forth by local, state, and federal environmental regulatory agencies. Gruene Environmental Companies LLC d/b/a Gruene Environmental Construction LP is the current providers for these services. The current contract expires August 12, 2021. An evaluation team with expertise in this area evaluated the offers and scored Gruene Environmental Companies LLC d/b/a Gruene Environmental Construction LP as the best to provide these services based on proposer experience, concept and solution, price, local preference, and service-disabled veteran business enterprise. ..Strategic Outcome(s) Strategic Outcome(s): Government That Works for All. Item 8 Posting Language ..Title Authorize award of a multi-term contract with KBS Electrical Distributors, Inc., for pressure treated wood poles, for up to five years for a total contract amount not to exceed $3,700,000. (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 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 $308,333 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 MEA1028 for these goods. The solicitation issued on December 14, 2020 and it closed on January 7, 2021. Of the three offers received, the recommended contractor submitted the lowest responsive offer. A complete solicitation package, including a tabulation of the bids received, is available for viewing on the City’s Financial Services website, Austin Finance Online. Link: Solicitation Documents. Prior Council Action: For More Information: Inquiries should be directed to the City Manager’s Agenda Office, at 512-974-2991 or AgendaOffice@austintexas.gov NOTE: Respondents to this solicitation, and their representatives, shall continue to direct inquiries to the solicitation’s Authorized Contact Person: Maria Andrade, at 512-972-9424 or Maria.Andrade@austintexas.gov. Council Committee, Boards and Commission Action: April 12, 2021 - To be reviewed by the Electric Utility Commission. Additional Backup Information: The contract will provide wooden utility poles to support overhead power line conductor cable, fiber optic cable and related equipment such as transformers, streetlights and all other associated hardware for the transmission and distribution of electricity to Austin Energy customers. The contract includes various sizes of wooden poles ranging from 35 to 95 feet. They are treated with creosote to protect them from rot, fungus and insects. The poles will be used to replenish stock at Austin Energy’s warehouses and will be used as required. 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 $1,480,000 $ 740,000 $ 740,000 $ 740,000 $3,700,000 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 9 Posting Language ..Title Authorize an amendment to an existing cooperative contract with SHI Government Solutions, Inc., to continue providing Tableau products and software including maintenance and support, for an increase in the amount of $330,000, for a revised total contract amount not to exceed $1,051,000. (Note: This cooperative 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 procurement, 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 $330,000 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: April 26, 2018 – Council approved the original contract, item 18, on a 10-0 vote with Council Member Troxclair absent. For More Information: Inquiries should be directed to the City Manager’s Agenda Office, at 512-974-2991 or AgendaOffice@austintexas.gov or to Daniel Dellemonache, at 512-974-2981 or Daniel.Dellemonache@austintexas.gov. Council Committee, Boards and Commission Action: April 12, 2021 – To be reviewed by the Electric Utility Commission. Additional Backup Information: The proposed amendment will increase the authorization allowing Austin Energy to continue purchasing software, hardware, and related services under their existing Tableau license agreement. The software is a business intelligence, data analytics and visualization tool. Since the original purchase, Austin Energy staff have more broadly adopted the platform, which in turn has required additional licenses to meet this increase need from business units. This amendment will allow Austin Energy to add more licenses and continue using these services.  ..Strategic Outcome(s) Strategic Outcome(s): Government That Works for All. .