Items 2-9: Draft RCAs — original pdf

Backup

Item 2 Posting Language ..Title Authorize an amendment to an existing contract with Schneider Electric Smart Grid Solutions, LLC, for continued purchase of web-based load profiling software, licenses, maintenance and support, for an increase in the amount of $3,947,000 and to extend the term by six years, for a revised total contract amount not to exceed $6,002,814. (Note: This contract is exempt from City Code Chapter 2-9C Minority 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: Contract Amendment. Fiscal Note Funding in the amount of $312,804 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: March 31, 2016 – Council approved the original contract, item 36, on an 9-0 vote with Council Member Zimmerman abstaining and Mayor Adler 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 Paula Barriffe, at 512-322-6118 or Paula.Barriffe@austintexas.gov. Council Committee, Boards and Commission Action: May 10, 2021 - To be reviewed by the Electric Utility Commission. Additional Backup Information: The proposed amendment will increase the authorization allowing Austin Energy to include additional meter volume seen due to growth in Austin and continue the use of automation software for demand response and load profiling software services. The load profiling services allow Austin Energy business customers to monitor their 15 minutes, daily, and monthly energy usage over the internet through a secure website and mobile applications. The service is a convenient and user-friendly means by which customers can identify wasteful energy practices, troubleshoot mechanical system maintenance issues, and verify improved conservation measures as well as correlations of energy use with business customers. The continuation of these services supports customer satisfaction for Austin Energy as it provides direct services/benefits to over 29,000 commercial and industrial customers; enables transparency and availability of accurate information; provides customers with access to expanded programs and offerings, including those offered by the Electric Reliability Council of Texas; and provides essential data used for Austin Energy operations and demand response customer settlements. Schneider holds copyright and trade secret rights to its proprietary software, licenses, and maintenance and support. ..Strategic Outcome(s) Strategic Outcome(s): Government That Works for All. . Item 3 Posting Language ..Title Authorize negotiation and execution of a multi-term contract with Catapult Systems, LLC, to provide technical and support services for Microsoft on-premise software and cloud services, for up to five years for a total contract amount not to exceed $12,000,000. (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 $2,400,000 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 Daniel Dellemonache, at 512-974-2981 or Daniel.Dellemonache@austintexas.gov. Council Committee, Boards and Commission Action: May 10, 2021 - To be reviewed by the Electric Utility Commission. Additional Backup Information: The contract is for technical and support services related to all Microsoft on-premise software and cloud services for Austin Energy. The solution will provide continuous technical and project-based services as well as organizational change management and program management for all Microsoft technologies. These services are needed to enable Austin Energy to maximize the value of its Microsoft technology, improve security, and achieve Federal Risk and Authorization Management Program compliance. Catapult Systems, LLC is the sole provider of the technology solutions that improve security, as well as provide tools and services to maintain the system. The solution assists with the execution of a unified strategy for delivering and maintaining innovative, reliable, and cost-effective security, compliance, azure, and digital workplace services within the Microsoft services platform. The solution also addresses Austin Energy use cases within the Microsoft 365 platform in addition to assisting with on-going patching and infrastructure monitoring. 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 $ 2,400,000 $ 2,400,000 $ 2,400,000 $ 2,400,000 $ 2,400,000 $12,000,000 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 4 Posting Language ..Title Authorize negotiation and execution of a contract with DLT Solutions, LLC, to provide computer-aided drafting software and data management tools including maintenance and support, for a term of five years in an amount not to exceed $1,700,000. (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). ..Body Lead Department Purchasing Office. Client Department(s) Austin Energy. Fiscal Note Funding in the amount of $302,600 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: 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 Michelle Rocha, at 512-974-2261 or Michelle.Rocha@austintexas.gov. Council Committee, Boards and Commission Action: May 10, 2021 - To be reviewed by the Electric Utility Commission. Additional Backup Information: The contract is to provide AutoDesk AutoCAD, and Vault Pro Utilities products, services, and maintenance and support. AutoCAD is used by Austin Energy engineers to design power grids and other infrastructure designs vital to power production. Vault Pro is a data management tool critical to secure, store, and share computer-aided drafting design data amongst the Austin Energy engineering teams. Vault Pro also allows Austin Energy to protect data in a highly secure environment, optimize productivity and efficiency, and track design revision history over time. The contract will also provide subscriptions to IMAGINiT’s third-party support platform ProductivityNOW that provides access to unlimited technical support, a comprehensive eLearning platform, and enhances the functionality of AutoDesk AutoCAD. This consolidated contract will streamline efforts and resources managing Autodesk procurements and will expand the additional third-party support to all Autodesk users.  ..Strategic Outcome(s) Strategic Outcome(s): Government That Works for All. Item 5 Posting Language ..Title Authorize award of a multi-term contract with Priester-Mell & Nicholson, for air insulated switchgear, for up to five years for a total contract amount not to exceed $3,500,000. (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 $233,333 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 TVN1037 for these goods. The solicitation issued on February 8, 2021 and it closed on March 9, 2021. Of the four 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: Terry V. Nicholson, at 512-322-6586 or Terry.Nicholson@austintexas.gov. Council Committee, Boards and Commission Action: May 10, 2021 - To be reviewed by the Electric Utility Commission. Additional Backup Information: The contract will provide air insulated switchgear for Austin Energy to be used for underground electrical distribution systems. A switchgear is a collection of fuses and switches used for high voltage switching and circuit protection. This equipment will be used as required for existing and future improvements on underground projects such as campus-type industrial needs and commercial applications where multiple pieces of equipment and multiple customers must be protected. 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 $1,400,000 $ 700,000 $ 700,000 $ 700,000 $3,500,000 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 6 ..T it Posting Language le Approve an ordinance amending the Fiscal Year 2020-2021 Austin Energy Operating Budget (Ordinance No. 20200812-001) to decrease the Austin Energy Operating Fund Ending Balance by $1,165,887 and increase the Conservation Rebates expenses by $1,165,887 to provide additional funding for the Austin Energy Weatherization Assistance Program. ..D e Lead Department Austin Energy Fiscal Note Fiscal note attached. Prior Council Action: August 12, 2020 – Council approved the Fiscal Year 2020-2021 Operating Budget. For More Information: Jeff Vice, Director, Local Government Relations (512) 322-6087; Sarah Chatterjee, Director, Energy Efficiency Services (512) 322-6138. Elaine Veselka, Interim Vice President, Customer Energy Solutions (512) 322-6667. Council Committee, Boards and Commission Action: May 13, 2021- To be reviewed by the Electric Utility Commission. Additional Backup Information: Austin Energy is seeking approval of a budget amendment to provide additional appropriations and related funding for the Weatherization Assistance Program expenses that remained unspent during Fiscal Year 2019-2020. This roll-over of funds was a recommendation of a stakeholder group, the Low-Income Consumer Advisory Task Force. The Task Force initially recommended that the unspent funds be carried forward into the next fiscal year starting in 2015 and City Council has supported this recommendation in 2016, 2017 and 2018. There were no carryover funds in the Fiscal Year 2018-2019. The total unspent amount in Fiscal Year 2019-2020 for the Weatherization Assistance Program is $1,165,887. This recommendation is to allow for these unspent funds to be carried over to Fiscal Year 2020-2021. . . S t r a te gi c O ut co m e (s ) Strategic Outcome(s): Government That Works for All Item 7 Posting Language ..Title Authorize award of a multi-term contract with 360 Network Solutions, LLC d/b/a 360 Network Solutions, to provide electronic lock access control system, for up to five years for a total contract amount not to exceed $3,833,625. (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 Transportation Department; Austin Energy; Building Services Department; Parks and Recreation Department. Fiscal Note Funding in the amount of $255,575 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: The Purchasing Office issued an Invitation for Bids (IFB) 2400 SBR1012 for these goods. The solicitation issued on March 15, 2021 and it closed on April 6, 2021. Of the five of 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: Sarah Ramos, at 512-974-2554 or sarah.ramos@austintexas.gov. Council Committee, Boards and Commission Action: May 10, 2021 - To be reviewed by the Electric Utility Commission. Additional Backup Information: The contract will provide the ability to install an electronic lock system for the City’s traffic signal infrastructure and other facilities throughout the Austin area. The electronic lock system will allow the City to provide vendors with electronic keys restricting their access to specific locks, allowing them to access only the locations to which they have been authorized to access. Electronic keys can also be disabled if lost or stolen. Additionally, the electronic lock system maintains a transaction log of all activities, including when each lock was unlocked and locked and by whom. Overall, the electronic lock system will allow increased security to the City’s infrastructure by restricting user access and preventing the unauthorized duplication of keys. In the years and decades ahead, the City's infrastructure will experience significant change and growth. The electronic lock system would enable the City to better keep up with the change by using modern technology. If the City is unable to secure a contract, the City would rely on physical locks and keys, which are easily duplicated. Length of Term 3 yrs. 1 yr. 1 yr. 5 yrs. Contract Authorization $2,486,525 $ 673,550 $ 673,550 $3,833,625 Note: Contract Authorization amounts are based on the City’s estimated annual usage. Contract Detail: Contract Term Initial Term Optional Extension 1 Optional Extension 2 TOTAL ..Strategic Outcome(s) Strategic Outcome(s): Safety; Mobility. Item 8 ..T it Posting Language le Approve issuance of capacity-based incentives to the Housing Authority of the City of Austin for the installation of solar electric systems on the new multifamily affordable housing community Pathways at Chalmers Courts East, located at 300 Chicon St., for an amount not to exceed $323,360. (District 3) ..D e 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 Issues (512) 322-6087; Tim Harvey, Customer Renewable Solutions Manager (512) 482-5386 Council Committee, Boards and Commission Action: May 13, 2021- To be reviewed by the Electric Utility Commission. May 18, 2021- To be reviewed by the Resource Management Commission. Additional Backup Information: Austin Energy requests approval to issue a total of $323,360 in capacity-based incentives to the Housing Authority of the City of Austin (HACA) for the installation of solar electric systems at its multifamily affordable housing community Pathways at Chalmers Courts East, located at 300 Chicon St., 78702. The proposed 323.36 kW-DC solar installation includes 752 solar modules, each with a rating of 430 watts, and is expected to produce approximately 202,568 kilowatt hours (kWh) per year. This installation will serve all 156 units at the property which is designated for tenants with a median family income (MFI) of 60% or lower. The total estimated installation cost is $572,922.11 and the incentive will cover approximately 56% of the cost. The purpose of the installation is to provide affordable, renewable energy to underserved populations and leverage the Value-of-Solar benefit to reduce electric bills for the occupants of the multifamily affordable housing properties. In order to provide these benefits to tenants of the property, this project will be included in Austin Energy’s Shared Solar Program, the purpose of which is to enable more cost-effective solar installations on individually-metered, multi-tenant properties for low-to-moderate-income customers. This additional functionality will allow Austin Energy and HACA to distribute the benefit of the solar installation across all tenants on each property, effectively reducing their energy bills. According to the Austin Energy Resource, Generation and Climate Protection Plan, “Austin Energy must be financially sound, the cost of electric service must be affordable for all classes of customers (with particular attention to the low income and underserved customers), and rates must be competitive to ensure the retention and attraction of businesses for a strong local economy.” In the service of satisfying the requirement to provide affordable and clean energy to low-income and underserved customers, Austin Energy launched a rebate and incentive program to facilitate the installation of solar for Multi-Family Affordable Housing (MFAH) customers in January of 2018. This solar project will generate an estimated 447,482 kWh per year and are estimated to prevent the production of the following emissions each year: 317 tons of Carbon Dioxide (CO2); These emissions reductions are equivalent to planting 5,244 trees or 389 acres of forest in Austin's parks or the removal of 796,992 vehicle miles or 69 cars from Austin roadways. Austin Energy’s solar program helps meet the 2030 goals of 200MW of customer sited solar and 375MW of local solar as set forth in the Austin Energy Resource, Generation, and Climate Protection Plan to 2030. The solar program is designed to reduce the amount of electricity Austin Energy must purchase from the market and reduce associated greenhouse gas emissions. Strategic Outcome(s): Government That Works for All. . S t r a te gi c O ut co m e (s ) . Item 9 ..T it Posting Language le Authorize negotiation and execution of a professional services agreement with the following staff recommended firm (or other qualified responders) for Request for Qualifications Solicitation No. Solicitation CLMP312: Allegis Group Holdings, Inc., for engineering services for the AE 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) through the achievements of Good Faith Efforts for 15.80% MBE and 15.80% WBE participation.] ..B o d y 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: Staff recommendation is based on the two most qualified firms out of 16 firms evaluated through the City’s qualification-based selection process. Prior Council Action: March 4, 2021 – Council approved a professional services agreement with HDR Engineering, Inc. and POWER Engineers, Inc. for the AE Staff Augmentation, Engineering and Related Engineering Services for Electric System Engineering and Technical Services Rotation List. 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: May 13, 2021- To be reviewed by the Electric Utility Commission. 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 other user departments. 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 departments will require these services to meet current and future transmission, substation, and distribution electrical engineering and associated supporting engineering needs. The selected firm will serve as a professional consultant , 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 (ROW) Appraisal and Acquisition Services This request allows for the development of a professional services agreement with the recommended firm 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. This item was previously presented to Council on March 4, 2021. Council approved the negotiation and execution of a professional services agreement with HDR Engineering, Inc. and POWER Engineers, Inc. Negotiations failed with POWER Engineers, Inc. In accordance with Government Code 2254, the City formally ended negotiations with POWER Engineers, Inc. and upon Council approval the City will attempt to negotiate an agreement with the next most qualified firm, Allegis Group Holdings, Inc. Strategic Outcome(s): Safety, Government That Works for All . S t r a te gi c O ut co m e (s ) .