Items 2-7: Draft RCAs — original pdf

Backup

Item 2 Posting Language ..Title Authorize award of a contract with Integrated Environment LLC (MBE), to provide maintenance and repair services of stormwater ponds, for a term of five years for a total contract amount not to exceed $700,000. (Note: This solicitation was reviewed for subcontracting opportunities in accordance with City Code Chapter 2-9C Minority Owned and Women Owned Business Enterprise Procurement Program. For the 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 $11,666 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 MMH1006 for these services. The solicitation issued on April 12, 2021 and it closed on May 20, 2021. Of the two offers received, the recommended contractor submitted the lowest 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: August 19, 2021 – To be reviewed by the Electric Utility Commission. Additional Backup Information: The contract will provide maintenance and repair services to stormwater ponds maintained by Austin Energy. The contract will include preventative maintenance of vegetation control and debris removal as well as corrective maintenance on an as needed basis. These services protect water quality, help reduce flooding, and minimize risk of damage to infrastructure in and around the area and are required to ensure stormwater ponds operate in compliance with all local, state, and federal environmental criteria and regulations. Integrated Environment LLC is the current provider for these services. The current contract expires October 30, 2021. Strategic Outcome(s): Government That Works for All. ..Strategic Outcome(s) Item 3 Posting Language ..Title Authorize amendments to three existing cooperative contracts with Carrier Corporation; Johnson Controls Inc.; and Trane U.S. Inc.; for continued chiller systems maintenance, repair, inspection, and installation, for an increase of $4,675,000, for revised total contract amounts not to exceed $12,928,937, divided among the contractors. (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 Convention Center Department; Building Services Department; Aviation; Austin Public Library; Parks and Recreation Department; Austin Energy; Austin Water. Fiscal Note Funding in the amount of $467,500 is available in the Fiscal Year 2020-2021 Operating Budgets of various departments. Funding for the remaining contract term is contingent upon available funding in future budgets. Purchasing Language: Contract Amendments. Prior Council Action: May 24, 2018 – Council approved the original contract, item 26, 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 Sandy Wirtanen, at 512-974-7711 or sandy.wirtanen@austintexas.gov. Council Committee, Boards and Commission Action: August 4, 2021 – To be reviewed by the Water and Wastewater Commission. August 19, 2021 – To be reviewed by the Electric Utility Commission. August 10, 2021 – To be reviewed by the Airport Advisory Commission. Additional Backup Information: The proposed amendments will increase authorization on contracts for chiller systems maintenance, repair, inspection, and installation services for various City departments. The need for the increase is due to un- forecasted maintenance and repairs across multiple City departments. City departments require consistent and reliable preventative maintenance and repair services for City facilities chiller systems. Chiller systems include air-cooled chillers, chilled water systems, pumps, and cooling towers that make up a part of the facility’s heating, ventilation, and air conditioning systems. Services provided will include monthly or quarterly preventative maintenance, annual inspections, unscheduled repairs, and the installation of repair parts or replacement of like systems.  ..Strategic Outcome(s) Strategic Outcome(s): Economic Opportunity and Affordability. . Item 4 ..Title Posting Language Authorize negotiation and execution of a multi-term cooperative contract with Oracle America, Inc., for Oracle Field Service licenses and implementation services, for up to six years for a total contract amount not to exceed $8,000,000. (Note: This procurement was reviewed for subcontracting opportunities in accordance with City Code Chapter 2-9C Minority Owned and Women Owned Business Enterprise Procurement Program. For the services required for this procurement, there were no subcontracting opportunities; therefore, no subcontracting goals were established). ..Body Lead Department Purchasing Office. Client Department(s) Austin Energy. Fiscal Note Funding in the amount of $176,000 is available in the Fiscal Year 2020-2021 Operating Budget of Austin Energy. Funding for the remaining contract term is contingent upon available funding in future budgets. Purchasing Language: Multiple cooperative purchasing programs were reviewed for these services. The Purchasing Office has determined this contractor best meets the needs of the department to provide the services required at the best value for the City. Prior Council Action: For More Information: Inquiries should be directed to the City Manager’s Agenda Office, at 512-974-2991 or AgendaOffice@austintexas.gov or to Daniel Dellemonache, at 512-974-2981 or Daniel.Dellemonache@austintexas.gov.. Council Committee, Boards and Commission Action: August 19, 2021 – To be reviewed by the Electric Utility Commission. Additional Backup Information: The contract is for Oracle Field Service (OFS) licenses and implementation services. These licenses are used to support the mobile workforce management application. This is a cloud-based application that automates field service scheduling and optimizes work based on business needs. The OFS licenses will interface with the Customer Care and Billing system backend application to schedule field activities and update the Customer Care and Billing system with outcomes from field activities. The application will create reports, dashboards, update customer data, and support and manage all required server hardware and security. The OFS licenses will support field functions in multiple Austin Energy departments. 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. Contract Detail: Contract Term Initial Term Optional Extension 1 Optional Extension 2 Optional Extension 3 Optional Extension 4 TOTAL ..Strategic Outcome(s) Strategic Outcome(s): Government That Works for All. Length of Term 2 yrs. 1 yr. 1 yr. 1 yr. 1 yr. 6 yrs. Contract Authorization $2,500,000 $1,375,000 $1,375,000 $1,375,000 $1,375,000 $8,000,000 Note: Contract Authorization amounts are based on the City’s estimated annual usage. Item 5 Posting Language ..Title Authorize an amendment to an existing contract with Schneider Electric Systems USA Inc., to provide continued generator control system upgrades, maintenance, and support services, for an increase in the amount of $1,310,000 and to extend the term by three years, for a revised total contract amount not to exceed $2,510,000. (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. Purchasing Language: Contract Amendment. Fiscal Note Funding in the amount of $475,000 is available in the Fiscal Year 2021-2022 Capital Budget of Austin Energy. Funding in the amount of $475,000 is available in the Fiscal Year 2021-2022 Operating Budget of Austin Energy. Funding for the remaining contract term is contingent upon available funding in future budgets. Prior Council Action: June 15, 2017 – Council approved the original contract, item 31, 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: August 19, 2021 - To be reviewed by the Electric Utility Commission. Additional Backup Information: The proposed amendment will allow Austin Energy to upgrade the Foxboro control systems at Sand Hill Energy Center and Decker Power Plant and provide an additional three years of service support for the sites. The contractor will no longer support the control systems currently installed at the plants. The Foxboro control system operates and monitors several critical processes including boiler controls, burner management systems, data acquisition, turbine controls, and air emission controls systems which minimize nitrous oxide emissions to ensure air permit compliance. The control system will be upgraded to the latest version to ensure reliable operation, improved cyber security, and continued contractor support services. The contract provides ongoing software updates, preventative maintenance, hardware, training, field service, and phone support for the Foxboro control systems. ..Strategic Outcome(s) Strategic Outcome(s): Government That Works for All. . Item 6 Posting Language ..Title Authorize an amendment to an existing contract with Enertech Resources LLC, to provide manufacturing of replacement parts and restoration services for moonlight towers, for an increase in the amount of $1,900,000, for a revised total contract amount not to exceed $5,827,280. (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 good and services required for this contract, the subcontracting goals were met goals with 8.41% MBE and 1.91% WBE subcontractor participation. Current participation is 8.57% MBE and 0.33% WBE). ..Body Lead Department Purchasing Office. Client Department(s) Austin Energy. Purchasing Language: Contract Amendment. Fiscal Note Funding in the amount of $158,334 is available in the Fiscal Year 2021-2022 Operating Budget of Austin Energy. Funding for the remaining contract term is contingent upon available funding in future budgets. Prior Council Action: November 6, 2014 – Council approved the original contract, item 39, on a 6-0 vote with Council Member Spelman 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 Julia Finn, at 512-322-6060 or Julia.Finn@austintexas.gov. Council Committee, Boards and Commission Action: August 19, 2021 - To be reviewed by the Electric Utility Commission. Additional Backup Information: The proposed amendment will provide Austin Energy additional funding for continued manufacturing of replacement parts and restoration for moonlight towers. The moonlight towers were erected in 1894 to serve as street lighting for the City at night. They became Texas State Landmarks in 1970 and were added to the U.S. National Register of Historic Places in 1976. Austin is the only city in the world that still has moonlight towers. The moonlight towers were last restored between 1993 and 1995. Since then, they have been maintained on an as needed basis for preservation. Many of the towers need painting and inspection to ensure safety, preservation and public enjoyment. The contractor began manufacturing new parts after refurbishing existing parts that could be refurbished. Manufacturing new parts is more costly than refurbishing existing parts. The contract provides Austin Energy with repair, restoration, and maintenance for the moonlight towers in Austin. The moonlight towers are maintained on an as-needed basis. ..Strategic Outcome(s) Strategic Outcome(s): Government That Works for All. . Item 7 Posting Language ..Title Authorize award of two contracts with Austin Arborist Company d/b/a Austin Tree Experts and Xeriscapes by Austin LLC d/b/a XBA, to provide tree planting services, each for a term of five years in an amount not to exceed $675,000, divided between the contractors. (Note: This solicitation was reviewed for subcontracting opportunities in accordance with City Code Chapter 2-9C Minority Owned and Women Owned Business Enterprise Procurement Program. For the 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 $11,250 is available in the Fiscal Year 2020-2021 Operating Budget of Austin Energy. Funding for the remaining contract terms is contingent upon available funding in future budgets. Purchasing Language: The Purchasing Office issued an Invitation for Bids (IFB) 1100 EAL1005REBID for these goods and services. The solicitation issued on June 7, 2021 and it closed on June 29, 2021. Of the three of offers received, the recommended contractors submitted the lowest responsive offers. 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: Liz Lock, at 512-322-6251 or Liz.Lock@austintexas.gov. Council Committee, Boards and Commission Action: August 19, 2021 - To be reviewed by the Electric Utilities Commission. Additional Backup Information: These contracts will provide tree planting services for Austin Energy’s Vegetation Management Program. The contractors will supply and plant utility compatible container-grown trees. Plantings are anticipated during the standard planting season of September through March. Services will be on an as needed basis. The contractors will be required to follow standard processes, including notice of work and herbicide use, and follow strict safety protocols. This is a new contract. Estimates are based on average annual tree removals consisting of the maintenance cycle and customer request jobs. ..Strategic Outcome(s) Strategic Outcome(s): Government That Works for All.