Items 2-14: Draft RCAs — original pdf

Backup

Item 2 Posting Language ..Title Authorize negotiation and execution of various cooperative contracts during Fiscal Year 2021-2022, for the purchase of computer, network and other technology hardware, software, and related maintenance and technology services, in an amount not to exceed $63,448,196. (Note: These procurements will be reviewed for subcontracting opportunities in accordance with City Code Chapter 2-9 Minority Owned and Women Owned Business Enterprise Procurement Program. State of Texas Department of Information contracts also have historically underutilized business (HUB) requirements for subcontracting). ..Body Lead Department Purchasing Office. Client Department(s) All City Departments. Fiscal Note Funding in the amount of $46,491,585 is available in Fiscal Year 2021-2022 Operating Budgets of various City departments. Funding in the amount of $16,466,611 is available in Fiscal Year 2021-2022 Capital Budgets of various City departments. Funding in the amount of $490,000 is available from other funding sources. Purchasing Language: The State of Texas Department of Information Resources (DIR) contracts are cooperative contracts solicited by the State of Texas specific to information technology items and services. The Purchasing Office staff reviews quotes from multiple vendors with DIR contracts to ensure the best value for the City. Best value determination includes price and contract terms as well as MBE/WBE inclusion. Prior Council Action: For More Information: The State of Texas Department of Information Resources (DIR) contracts are cooperative contracts solicited by the State of Texas specific to information technology items and services. The Purchasing Office staff reviews quotes from multiple vendors with DIR contracts to ensure the best value for the City. Best value determination includes price and contract terms as well as MBE/WBE inclusion. Council Committee, Boards and Commission Action: September 1, 2021 – To be reviewed by the Water and Wastewater Commission. September 13, 2021 - To be reviewed by the Electric Utility Commission. Additional Backup Information: The requested authorization will enable City departments to purchase the following information technology (IT) and services items through contracts solicited by the DIR cooperative. • Various computer, network and other technology hardware products and hardware maintenance, including but not limited to laptop computers, servers, data storage systems and storage area networks. This authorization also includes networking products and maintenance services for the City’s local and wide area networks and networking devices such as switches, routers and other equipment used to interconnect desktop computers, servers, and printers throughout the City, and to transmit and receive information via the internet. Software and software maintenance and support. • • Technology consulting, technical training, information resources technology services and technology staffing. This annual aggregated request for authorization is submitted to Council before the end of each fiscal year. The spending authority does not carry over from year to year. The current DIR authority will expire September 30, 2021. Without new authorization in place, it will be difficult for departments to purchase technology goods and services in an efficient manner and could lead to potential delays in the ability to provide needed services to citizens. Bringing forward all the requests for authorization at one time greatly reduces the number of individual Recommendation for Council Action and significantly reduces the workloads of all staff involved. This authorization allows for departments to purchase technology goods and services in an efficient manner. The DIR continues to provide information technology products and services through its cooperative purchasing program at competitively bid prices. The purchasing power of the State is used to leverage purchasing effectiveness. DIR contracts have historically underutilized business (HUB) requirements for subcontracting. This authorization request includes specifically identified technology needs, as well as anticipated technology purchases that have been budgeted. Over the course of FY20, Austin has encountered unanticipated expenses because of the COVID-19 virus and will continue to face those expenses. Some of the significant planned purchases (greater than $150,000) for Fiscal Year 2022 through this cooperative contract include: • Austin Convention Center: Critical network and power infrastructure replacements. • Austin Code: Hardware, software, and consulting services to execute key projects, including enhanced inspector training through Virtual Reality and data collection services to systematically identify unlicensed short-term rental/vacation properties operating and advertising within the Austin full-jurisdiction area and Extra-Territorial Jurisdiction. • Austin Energy: SOLAr critical infrastructure energization system feasibility project for using energy storage devices to provide power for critical infrastructure during an emergency, energy efficiency collaboration platform project, staff augmentation services for support of enterprise applications and network infrastructure, toughbooks to improve mobility and access for field crews • Austin Transportation Department: Consulting services for project implementation, data and security, and data visualization such as PSQL developers for the AMANDA permitting software and other workflow applications. Design and technology services for connected and autonomous vehicles infrastructure. • Austin Water: Hardware, software, and technical services to execute key projects, including data analytics, Geographical Information Systems (GIS) data modeling, wireless deployments, network, and security enhancements. • Aviation: Upgrade and expand cable and network infrastructure, hardware, and IT equipment to accommodate growth and expansion of airport facilities and services. Increased security and private networks for airport tenants. Replacement of the Airport Security Access Control and Identity Management Systems. Replacement of end-of-life network switches and other network equipment. Upgrade of airport instance of Maximo Asset Management Software • Communications and Technology Management: Citywide maintenance and support for critical hardware and software, critical replacement for end-of-life hardware, including audiovisual upgrades. Amanda support and operations, data center infrastructure and storage and staff augmentation (radio system, installation services, technical writers, planning, and consulting, etc.) • Developmental Services Department: Updating permitting, technology, equipment and software for new, more digitized facilities and services, AMANDA, and other application development support. • Municipal Court: Hardware and software need related to the new Marshall program • Information Security Office: Consulting services to support and buildout citywide information security program, staff augmentation to support Mayor and Council public information requests, staff augmentation to support and buildout citywide security awareness training program, staff augmentation to conduct citywide security projects and internal department projects. Software and licenses to support citywide governance risk compliance and security vulnerability platforms. All items represented in this request have been or will be approved through the Fiscal Year 2022 budgeting process or through prior approved capital improvement program project budgets. In addition, all technology purchases are reviewed for compliance with the City's technical and security standards. The State of Texas DIR 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) Strategic Outcome(s): Government That Works for All. Austin Energy Information Technology 2022 DIR Overview Greg Flay Interim Vice President, Technology and Data © 2018 Austin Energy FY22 DIR Summary The Texas Department of Information Resources (DIR) is the central purchasing entity used to leverage the bulk buying power of the state into significant savings on IT investments for governmental entities, including hardware, software, and technology services. It provides access to vendors who have been selected based on a competitive procurement process. Austin Energy FY22 DIR Request $23,220,894 $19,013,794 CITY OF AUSTIN FY22 DIR REQUEST - $63,448,196 Austin Energy Other City Departments $23,220,894, 37% • $40,227,302, 63% REQUEST SUMMARY • AE FY22 DIR Request, $23.2M*; AE FY21 DIR Request, $21.2M Increase of $2M, 9%; additional professional services for business projects and increase in toughbooks for field services mobility/improve crew safety • AE is 37% of the COA’s total DIR request * Rounding based on DIR RCA $2,582,100 $1,625,000 Services Hardware Software 2 $70,000,000 $60,000,000 $50,000,000 $40,000,000 $30,000,000 $20,000,000 $10,000,000 $0 Historical Trend: Austin Energy DIR Spend Authority $65,384,748 Aggregate Spending Authority $57,494,468 ↓12% from FY15 -Need for services decreased due to completion of two major enterprise projects. $28,578,981 ↓50% from FY16 -Contracts over $1M were no longer budgeted in the base AE DIR submission, but submitted to Council via RCA for individual authority. ↓4% from FY17 -Software/Hardware supplier agreements in place. $27,409,021 9% from FY21 -Increase staff aug; increase toughbooks for field services/crew safety 13% from FY20 -Increase staff aug $20,349,951 $21,247,616 $23,220,894 $18,800,947 ↓26% from FY18 -Software/Hardware supplier agreements in place. ↓8% from FY19 -Software/Hardware supplier agreements in place; steady state FY15 FY16 FY17 FY18 FY19 FY20 FY21 FY22 3 $70,000,000 $60,000,000 $50,000,000 $40,000,000 $30,000,000 $20,000,000 $10,000,000 $0 Historical Trend: Austin Energy Overall/Services Overall Total Services $33,858,399 $28,836,898 $16,411,343 $16,883,686 $16,795,968 $17,287,428 $19,013,794 $15,831,… FY15 FY16 FY17 FY18 FY19 FY20 FY21 FY22 4 Historical Trend: Austin Energy DIR Authority/Actual $65,384,748 $57,494,468 $50,000,000 44,708,277 $70,000,000 $60,000,000 $40,000,000 $30,000,000 $20,000,000 $10,000,000 $0 30,130,266 $28,578,981 20,348,096 $27,409,021 $20,349,951 15,691,700 $18,468,623 17,467,303 $18,800,947 $21,247,616 *15,432,959 $23,220,894 FY15 FY16 FY17 FY18 FY19 FY20 FY21 FY22 *Actual YTD as of July 30 5 Item 3 Posting Language ..Title Authorize issuance of energy efficiency program rebates by Austin Energy during Fiscal Year 2021-22, in an amount not to exceed $2,700,000 for multifamily energy efficiency rebates and $3,350,000 for commercial and small business energy efficiency rebates, for a total combined amount not to exceed $6,050,000. ..De Lead Department Austin Energy Fiscal Note Funding is available in the Fiscal Year 2021-2022 Operating Budget of Austin Energy. Prior Council Action: 20200917-002- Council approved the authorization of energy efficiency program rebates by Austin Energy during Fiscal Year 2020-21 for multifamily energy efficiency rebates and for commercial and small business energy efficiency rebates. For More Information: Jeff Vice, Director, Local Government Relations (512) 322-6087; Manuel Garza, Interim Director, Energy Efficiency Services (512) 972-9538. Council Committee, Boards and Commission Action: September 13, 2021 – To be reviewed by the Electric Utility Commission. September 21, 2021 – To be reviewed by the Resource Management Commission. Additional Backup Information: Austin Energy’s energy efficiency rebate programs provide customer incentives to reduce energy demand and associated costs, benefiting all electric utility customers and the utility. This authorization will allow Austin Energy to issue rebates to multifamily, commercial and small business customers during Fiscal Year 2021- 2022 (FY22) for energy efficiency improvements in accordance with program guidelines and up to a combined amount of $6,050,000. The aggregate rebate approval request approved in FY20 and FY21 reflects our continued commitment to be responsive and flexible to customer needs by reducing the wait time needed to be reimbursed for energy efficiency upgrades. These customers will receive an average of three upgrades per unit (e.g. smart thermostats, lighting, solar screens, HVAC tune-up, etc.), helping to reduce their energy costs during the continued economic uncertainty. The aggregate approval ensures program continuity by assuring that contractors and property managers/owners would receive rebate funding promptly which is even more important in these uncertain economic times. As per current practice, Austin Energy staff will continue to provide a monthly report that summarizes the Commercial, Small Business, and Multifamily program pipeline (including leads, active, and paid projects). For all projects that will exceed $61,000 in rebates, the report will also include measures installed, expected savings, and other relevant data. Therefore, Austin Energy requests authorization to issue up to $2,700,000 in multifamily energy efficiency rebates and $3,350,000 in commercial and small business energy efficiency rebates during Fiscal Year 2021- 2022. The combined program funding represented in this request is $6,050,000 and is included in Austin Energy’s Fiscal Year 2022 operating budget approved by Council on August 11, 2021. The annual cap will remain at $300,000 pursuant to Resolution 20140807-006. ..Strategic Outcome(s) Strategic Outcome(s): Government That Works for All. Item 4 Posting Language ..Title Authorize award and execution of a construction contract with Muniz Concrete & Contracting, Inc, for the District Cooling Plant #2 (DCP2) Chemical Storage Addition project in the amount of $593,568.70 plus a $59,356.87 contingency, for a total contract amount not to exceed $652,925.57. [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 6.32% MBE and 9.26% WBE participation.] ..Body Lead Department Capital Contracting Office Managing Department Austin Energy Fiscal Note Funding is available in the Fiscal Year 2021-2022 Capital Budget of Austin Energy. Purchasing Language: Only bid received through a competitive Invitation for Bid solicitation. Prior Council Action: N/A 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, James Matlock Jr., 512-775- 3924. Council Committee, Boards and Commission Action: To be reviewed by the Electric Utility Commission on September 13, 2021. Additional Backup Information: District Cooling Plant #2 (DCP2) is one of four district cooling plants in the downtown area. It was commissioned in 2006 and currently provides 14,500 tons of district cooling to downtown businesses. The addition of a chemical storage room within the DCP2 Chilled Water Plant will allow Austin Energy to improve its financial and environmental stewardship with the City of Austin’s resources. The project consists of construction of a new enclosed space within the existing DCP2 plant to house chemicals for condenser water treatment. The project includes construction of the new enclosed space, associated fire protection system, integration into the fire alarm system, associated mechanical piping and electrical systems. By installing this chemical storage shed DCP2 will save 3.2 million gallons of water per year at a return-on-investment payback of 11 years for the project. Due to the potential for unknown issues associated with electrical and mechanical connections to a new chemical storage facility within an existing plant, 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. Only one bid was received for this project. Feedback received from one bidder who attended the pre-bid meeting but did not submit a bid indicated challenges receiving subcontractor bids in time. The installation of this project within the DCP2 plant will have no impact to the public. All work will be performed inside the plant. If this contract is delayed, AE will continue to utilize millions of gallons of water unnecessarily to run the DCP2 plant. The contract allows one hundred and five working days for completion of this project. This project is located within zip code 78701 (District 1). Muniz Concrete & Contracting, Inc. is located in Austin, Texas. ..Strategic Outcome(s) Strategic Outcome(s): Government That Works for All, Health and Environment Item 5 Posting Language ..Title Authorize award of two contracts with Techline Inc. and Wesco Distribution Inc. d/b/a Hi-Line Utility Supply Co, LLC, to provide streetlight poles and pole parts, each for a term of five years in an amount not to exceed $4,820,000, divided between 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 $833,667 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 MEA1031 for these goods. The solicitation issued on March 29, 2021 and it closed on May 6, 2021. Of the two 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: Maria Andrade, at 512-972-9424 or Maria.Andrade@austintexas.gov. Council Committee, Boards and Commission Action: September 13, 2021 - To be reviewed by the Electric Utility Commission. Additional Backup Information: The contract will provide various streetlight poles and pole parts for Austin Energy. Items on this contract include galvanized and painted poles, pole arms, pole bases and foundations. These poles and parts will be used to replenish stock at Austin Energy’s Kramer and St. Elmo warehouses and be issued to crews for general maintenance and construction on an as-needed basis throughout the Austin Energy service area. ..Strategic Outcome(s) Strategic Outcome(s): Government That Works for All. Item 6 Posting Language ..Title Authorize award of a contract with Enterprise Professional Services, Inc. d/b/a EPSI, for landscaping and ground maintenance services, for a term of five years for a total contract amount not to exceed $742,500. (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 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 $61,875 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. Purchasing Language: The Purchasing Office issued an Invitation for Bids (IFB) 1100 MMH1000 for these services. The solicitation issued on June 14, 2021, and it closed on July 1, 2021. Of the seven 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: Melita Harden, at 512-322-6149 or melita.harden@austintexas.gov. Council Committee, Boards and Commission Action: September 13, 2021 - To be reviewed by the Electric Utility Commission. Additional Backup Information: The contract is for a certified and trained contractor to provide commercial mowing, grounds maintenance, and irrigation system services for Austin Energy locations including Town Lake Center, Kramer Lane Service Center, Justin Lane Reclamation Yard, St. Elmo Service Center, and System Control Center. The contract requirements provide a consistent standard for landscaping, ground maintenance, and irrigation services to ensure appropriate landscape and lawn care management. The contractor will be responsible for providing and maintaining all equipment necessary for each location. The City intends to reduce emissions by requiring the use of cleaner-burning, reduced-emissions powered equipment on contracts for these types of services. The staff from the Office of Sustainability provided guidelines for emissions reduction, which were included in this project. These guidelines include use of alternative fuels rather than gasoline powered equipment, and native plants and landscape materials. This contractor is not the current providers for these good and services. The current contract expires November 9, 2021. ..Strategic Outcome(s) Strategic Outcome(s): Government That Works for All. Item 7 Posting Language ..Title Authorize award of a contract with ErgoFlex Systems, Inc. d/b/a Xybix Systems, Inc., to provide ergonomic workstations and installation for Austin Energy, for a term of two years for a total contract amount not to exceed $375,000. (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 is available in the Fiscal Year 2021-2022 Operating Budget of Austin Energy. Purchasing Language: The Purchasing Office issued an Invitation for Bids (IFB) 1100 DTB1026 for these goods and services. The solicitation issued on June 21, 2021 and closed on July 21, 2021. Of the two offers received; 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 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: September 13, 2021 - To be reviewed by the Electric Utility Commission. Additional Backup Information: The contract will provide ergonomic workstations and installation for Austin Energy Control Centers. These workstations are compliant with the American National Standards Institute for Human Factors Engineering which carefully considers user health and fatigue. These workstations are specifically designed to enhance performance and prevent injury of control center employees, who at times work 12-hour shifts, or more during emergencies. ..Strategic Outcome(s) Strategic Outcome(s): Government That Works for All. Posting Language ..Title Ratify two contracts with Mastec North America Inc. and Primoris T&D Services, LLC, for distribution electrical services, in the amount of $3,600,000, divided between the contractors. (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). Item 8 ..Body Lead Department Purchasing Office. Client Department(s) Austin Energy. Purchasing Language: Ratification and Critical Business Need. Prior Council Action: Fiscal Note Funding was available in the Fiscal Year 2020-2021 Capital Budget of Austin Energy. For More Information: Inquiries should be directed to the City Manager’s Agenda Office, at 512-974-2991 or AgendaOffice@austintexas.gov or to Julia Finn, at 512-322-6060 or Julia.Finn@austintexas.gov. Council Committee, Boards and Commission Action: September 13, 2021 - To be reviewed by the Electric Utility Commission. Additional Backup Information: The contracts were for distribution electrical services for Austin Energy. The contracts supplemented Austin Energy’s labor force by providing ready access to contract labor and equipment for service extensions, the removal and replacement of utility poles, storm related outage restoration, and distribution line relocations. In response to continued growth in the Austin area, Austin Energy must implement system modification projects such as installing new distribution facilities and improving existing facilities to ensure reliability of the electrical system. The contracts were necessary for Austin Energy to implement those system modifications. Services performed by the contractors include pulling power cable, installing or replacing distribution hardware, and hauling and setting distribution poles. The previous contract expired before the replacement contract request could be approved by Council. The solicitation was delayed in order to address a protest received, so this contract was needed to cover the service until the new contract could be approved. Per Resolution 040610-02, Austin Energy issued a critical business need to obtain the required services. ..Strategic Outcome(s) Strategic Outcome(s): Government That Works for All. Item 9 ..Title P osting Language Authorize negotiation and execution of two multi-term contracts with Mastec North America Inc. and Primoris T&D Services, LLC, for distribution electrical services, each for up to five years for total contract amounts not to exceed $200,000,000, 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 and subcontractor goals were applied to the solicitation. The subcontracting goals were met by both the recommended contractors). ..Body Lead Department Purchasing Office. Client Department(s) Austin Energy. Fiscal Note Funding in the amount of $6,666,667 is available in the Fiscal Year 2020-2021 Capital Budget of Austin Energy. Funding for the remaining contract term is contingent upon available funding in future budgets. Purchasing Language: The Purchasing Office issued a Request for Proposals (RFP) 1100 JMF3007 for these services. The solicitation issued on December 7, 2020, and it closed on January 19, 2021. Of the six offers received, the recommended contractors submitted the best evaluated, responsive offers. A complete solicitation package, including a log of offers received, is available for viewing on the City’s Financial Services website, Austin Finance Online. Link: Solicitation Documents. Prior Council Action: For More Information: Inquiries should be directed to the City Manager’s Agenda Office, at 512-974-2991 or AgendaOffice@austintexas.gov NOTE: Respondents to this solicitation, and their representatives, shall continue to direct inquiries to the solicitation’s Authorized Contact Person: Julia Finn, at 512-322-6060 or Julia.Finn@austintexas.gov. Council Committee, Boards and Commission Action: September 13, 2021 - To be reviewed by the Electric Utility Commission. Additional Backup Information: These contracts are for distribution electrical services for Austin Energy. The contracts supplement Austin Energy’s labor force by providing ready access to contract labor and equipment for service extensions, the removal and replacement of utility poles, storm related outage restoration, and distribution line relocations. In response to continued growth in the Austin area, Austin Energy must implement system modification projects such as installing new distribution facilities and improving existing facilities to ensure reliability of the electrical system. These contracts are necessary for Austin Energy to implement those system modifications. Services performed by the contractors include pulling power cable, installing or replacing distribution hardware, and hauling and setting distribution poles. An evaluation team with expertise in this area evaluated the offers and scored Mastec North America Inc. and Primoris T&D Services, LLC as the best to provide these services based on demonstrated applicable experience and personnel, program and safety, price, local preference, and service-disabled veteran business enterprise. Mastec North America Inc. is a local business. 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 $ 80,000,000 $ 40,000,000 $ 40,000,000 $ 40,000,000 $200,000,000 Note: Contract Authorization amounts are based on the City’s estimated annual usage. ..Strategic Outcome(s) Strategic Outcome(s): Government That Works for All. Posting Language ..Title Ratify a contract with KV Power, LLC, for overhead transmission electrical maintenance, in the amount of $1,000,000. (Note: This contract is exempt from the City Code Chapter 2-9C Minority Owned and Women Owned Business Enterprise Procurement Program; therefore, no subcontracting goals were established). Item 10 ..Body Lead Department Purchasing Office. Client Department(s) Austin Energy. Purchasing Language: Ratification and Critical Business Need. Prior Council Action: Fiscal Note Funding was available in the Fiscal Year 2020-2021 Capital Budget of Austin Energy. For More Information: Inquiries should be directed to the City Manager’s Agenda Office, at 512-974-2991 or AgendaOffice@austintexas.gov or to Julia Finn, at 512-322-6060 or Julia.Finn@austintexas.gov. Council Committee, Boards and Commission Action: September 13, 2021 - To be reviewed by the Electric Utility Commission. Additional Backup Information: The contract was for transmission electrical maintenance services for Austin Energy. The contract supplemented Austin Energy’s normal work by providing ready access to contract labor and equipment for the performance of routine and emergency transmission work. The services were primarily for service extensions and storm-related outage restoration. Continued growth in Austin has contributed to the need to expand and upgrade electric infrastructure and acquire the services to fulfill customer projects and meet electric utility reliability requirements. This contract was critical to serving load growth and ensuring the reliability of the electrical system. Projects included digging pole holes, hauling and setting poles, making contacts on energized conductors, installing guy anchors, and pulling and replacing rotten poles. The previous contract expired before the replacement contract request could be approved by Council. The solicitation was delayed in order to address a protest received, so this contract was needed to cover the service until the new contract could be approved. Per Resolution 040610-02, Austin Energy issued a critical business need to obtain the required services. ..Strategic Outcome(s) Strategic Outcome(s): Government That Works for All. Item 11 Posting Language ..Title Authorize negotiation and execution of a multi-term contract with KV Power, LLC, or the other qualified offeror to Request For Proposals 1100 JMF3008, for overhead transmission electrical maintenance, for up to five years for a total contract amount not to exceed $40,000,000. (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 $58,333 is available in the Fiscal Year 2020-2021 Operating Budget of Austin Energy. Funding in the amount of $1,275,000 is available in the Capital Budget of Austin Energy. Funding for the remaining contract term is contingent upon available funding in future budgets. Purchasing Language: The Purchasing Office issued a Request for Proposals (RFP) 1100 JMF3008 for these services. The solicitation issued on January 25, 2021, and it closed on February 25, 2021. Of the five 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 Persons: Julia Finn, at 512-322-6060 or Julia.Finn@austintexas.gov or Sandy Brandt, at 512-974-2870 or Sandy.Brandt@austintexas.gov. Council Committee, Boards and Commission Action: September 13, 2021- To be reviewed by the Electric Utility Commission. Additional Backup Information: The contract will provide transmission electrical maintenance services for Austin Energy. The contract supplements Austin Energy’s normal work by providing ready access to contract labor and equipment for the performance of routine and emergency transmission work. The services are primarily for service extensions and storm related outage restoration. Continued growth in Austin has contributed to the need to expand and upgrade electric infrastructure and acquire the services to fulfill customer projects and meet electric utility reliability requirements. This contract is critical to serving load growth and ensuring the reliability of the electrical system. Projects include digging pole holes, hauling and setting poles, making contacts on energized conductors, installing guy anchors, and pulling and replacing rotten poles. An evaluation team with expertise in this area evaluated the offers and scored KV Power, LLC as the best to provide these services based on demonstrated applicable experience and personnel qualifications, program and safety, price, local preference, and service-disabled veteran business enterprise. This request allows for the development of a contract with a qualified offeror selected by Council. If the City is unsuccessful in negotiating a satisfactory contract with the selected offeror, negotiations will cease with that provider. Staff will return to Council so that another qualified offeror may be selected, authorizing new contract negotiations. Contract Detail: Contract Term Initial Term Optional Extension 1 Optional Extension 2 Optional Extension 3 TOTAL Length of Term 2 yrs. 1 yr. 1 yr. 1 yr. 5 yrs. Contract Authorization $16,000,000 $ 8,000,000 $ 8,000,000 $ 8,000,000 $40,000,000 Note: Contract Authorization amounts are based on the City’s estimated annual usage. ..Strategic Outcome(s) Strategic Outcome(s): Government That Works for All. Posting Language ..Tit le Authorize negotiation and execution of a professional services agreement with the following four staff recommended firms (or other qualified responders) for Request for Qualifications Solicitation No. CLMP315, HDR Engineering, Inc., Aecom Technical Services, Inc., Stanley Consultants, Inc., and Lockwood, Andrews and Newnam for engineering services for the 2021 Power Production Rotation List in an amount not to exceed $3,750,000. Item 12 ..Body Lead Department Capital Contracting Office Managing Department Austin Energy Prior Council Action: N/A Fiscal Note Funding is available in the Fiscal Year 2021-2022 Capital Budget of Austin Energy. Purchasing Language: Staff recommendation is based on the four most qualified firms out of eight 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, Nicole Castillo, 512-322-6039. Council Committee, Boards and Commission Action: September 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 Engineering Services for power plant and district cooling facility needs. The contracting authority for the 2016 Power Plant Improvements Rotation List is nearing exhaustion. The total funding authority for the 2021 Power Plant Production Rotation List is $3,000,000.00 with the authority for each of the four firms to be approximately $750,000. The 2016 Rotation List initially included the same number of firms and total funding authority. A delay in establishing the 2021 Power Plant Production Rotation List contract would negatively impact the completion of power plant and thermal energy facility improvements, possibly reducing performance and causing unscheduled outages due to delays in project completion. The selected consultants on the 2021 Power Plant Production Rotation List shall assist Austin Energy at the Decker Creek Power Station, Sand Hill Energy Center, and District Energy and Cooling plants (chilled water plants). The consultants shall provide specialized engineering and associated technical services necessary for the planning, analysis, evaluation, and design of improvements, additions, and upgrades. The projects assigned will primarily consist of retrofits to existing plant systems with the objective of improving overall plant operation, efficiency, and reliability. Anticipated projects for engineering services include, but are not limited, to: • Support in mechanical, electrical, civil, structural, instrument and control, or other professional engineering roles; • Recommending improvements and/or modifications for performance and operation methods of power generation systems addressing safety, reliability, optimization, and environmental impact; • Evaluating existing processes, structures, and/or equipment: performing failure and root cause analysis, developing design criteria with applicable codes and standards, performing budgeting cost estimates, developing bid documents, producing as-builts in accordance with Personal Protective Equipment standards, and obtaining permits; • Developing optimizations of chilled water facilities, including control system upgrades, chiller and/or boiler replacements, and modifications to enhance heat recovery; and/or • Providing ancillary services such as electrical relay coordination, pipe stress analysis, valve automation design, site developments assistance, building, heating/cooling power system engineering, cost estimation in support of project business case development, and distributed generation micro grid development. In addition, Austin Energy does not anticipate public engagement being required for these types of projects. This request allows for the development of a professional services agreement with each of the four Rotation List firms 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. RECOMMENDED FIRMS: HDR Engineering, Inc. is located in Austin, TX Aecom Technical Services, Inc .is located in Austin, TX Stanley Consultants, Inc. is located in Austin, TX Lockwood, Andrews and Newnam, Inc. is located in Austin, TX . . St r ategi c Out come(s) Strategic Outcome(s): Government That Works for All Item 13 Posting Language ..Title Authorize amendments to existing contracts with Entech Sales & Service LLC; JM Engineering, LLC (WBE); and TD Industries, Inc.; for continued heating, ventilating, air conditioning, refrigeration preventative maintenance, and repair services, for an increase in the amount of $1,813,000 for revised total contract amounts not to exceed $9,375,000, divided among the contractors. (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 no subcontracting opportunities; therefore, no subcontracting goals were established). ..Body Lead Department Purchasing Office. Purchasing Language: Contract Amendments. Client Department(s) Austin Energy; Building Services Department; Austin Police Department. Fiscal Note Funding in the amount of $871,000 is available in the Fiscal Year 2021-2022 Operating Budget of various City departments. Funding for the remaining contract term is contingent upon available funding in future budgets. Prior Council Action: October 3, 2019 – Council approved the original contract, item 28, on an 10-0 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 Jo Gutierrez, at 512-974-2928 or Jo.Gutierrez@austintexas.gov. Council Committee, Boards and Commission Action: September 13, 2021 – To be reviewed by the Electric Utility Commission. Additional Backup Information: The proposed amendments will increase authorization on the contract for various City departments to cover heating, ventilating, air conditioning, refrigeration (HVAC), preventative maintenance, and repairs. The additional authorization will allow the City to obtain needed repairs as well as quarterly and semiannual preventative maintenance services. Needed repairs and mechanical breakdowns have exceeded the City’s current funding authority. Repairs typically consist of replacing belts, filters, condensers, and coils, and in some cases total replacement. The age of the HVAC equipment ranges from 25-30 years old and industry practices recommend replacement and/or upgrading HVAC equipment every 20-25 years. The City made an effort to keep existing HVAC equipment functioning however, due to the age of the equipment, the end of life is near. The City is experiencing more HVAC failures with systems down for several days. It is critical to ensure systems are properly maintained to preserve a healthy workplace. The funding will also help departments take a proactive approach to system failure issues, upgrades, and replacements. If the proposed amendments are not approved, the City will not have the ability to maintain the HVAC systems properly. This will force the City to procure HVAC services on the open market, resulting in higher prices and increases HVAC downtime. ..Strategic Outcome(s) Strategic Outcome(s): Government That Works for All. . Item 14 Posting Language Approve ratification of a contract amendment with Pike Enterprises Inc., to provide transmission and distribution electrical services, for an increase in the amount of $471,469, for a revised total contract amount not to exceed $93,471,469. Full RCA/RCA language pending; relates to Items 8-11.