Items 2-7 Draft RCAs — original pdf

Backup

Item 2 Posting Language ..Title Authorize negotiation and execution of a contract with Camlin Inc. to provide and install a system for monitoring the bushings on a power transformer at Sand Hill Energy Center, in an amount not to exceed $130,000. [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 goods and services required for this solicitation, there were no subcontracting opportunities; therefore, no subcontracting goals were established]. ..Body Lead Department Financial Services Department. Client Department(s) Austin Energy. Fiscal Note Funding is available in the Capital Budget of Austin Energy. Purchasing Language: The Financial Services Department issued a Request for Proposals (RFP) 1100 JMF3015 for these goods and services. The solicitation was issued on November 15, 2021, and it closed on January 4, 2022. Of the two 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: Click or tap here to enter text. For More Information: Respondents to this solicitation, and their representatives, shall continue to direct inquiries to the solicitation’s Authorized Contact Persons: Julia Finn, at 512-974-2835 or Julia.Finn@austintexas.gov or Diana McIntosh, at 512-974-2034 or Diana.McIntosh@austintexas.gov. Council Committee, Boards and Commission Action: November 14, 2022 - To be reviewed by the Electric Utility Commission. Additional Backup Information: The contract will provide a system for monitoring the bushings on a power transformer and the system’s installation at Sand Hill Energy Center. The system will provide real-time information about the transformer bushings to detect deterioration. A bushing failure could result in loss or reduction in generation from the plant. An evaluation team with expertise in this area evaluated the offers and scored Camlin Inc. as the best to provide these services based on schedule and solution, proposer experience and personnel, price, local presence, and service-disabled business enterprise. ..Strategic Outcome(s) Strategic Outcome(s): Government that Works for All. Item 3 Posting Language ..Title Authorize award of a contract with PWR Storage Solutions, LLC d/b/a Power Storage Solutions to provide and install an uninterruptible power supply, stand-alone battery charger, and power conditioning transformer, in an amount not to exceed $120,000. [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 Financial Services Department. Client Department(s) Austin Energy. Fiscal Note Funding is available in the Fiscal Year 2022-2023 Operating Budget of Austin Energy. Purchasing Language: The Financial Services Department issued an Invitation for Bids (IFB) 1100 MEA1039REBID for these goods and services. The solicitation was issued on July 11, 2022, and it closed on August 9, 2022. Of the two offers received, the recommended contractor submitted the lowest responsive offer. A complete solicitation package, including a tabulation of the bids received, is available for viewing on the City’s Financial Services website, Austin Finance Online. Link: Solicitation Documents. For More Information: Respondents to this solicitation, and their representatives, shall continue to direct inquiries to the solicitation’s Authorized Contact Person: Maria Andrade, at 512-974-9424 or Maria.Andrade@austintexas.gov. Council Committee, Boards and Commission Action: November 14, 2022 - To be reviewed by the Electric Utility Commission. Additional Backup Information: The contract will provide an uninterruptible power supply, stand-alone battery charger, power conditioning transformer, and installation to replace the equipment installed at Sand Hill Energy Center in 2003. ..Strategic Outcome(s) Strategic Outcome(s): Government that Works for All. Item 4 Posting Language ..Title Authorize negotiation and execution of two multi-term contracts with Transworld Systems Inc. and I C System Inc. for collection services for delinquent utility accounts each for up to five years for total contract amounts not to exceed $3,000,000, 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.) For the services required for this solicitation, there were insufficient subcontracting opportunities; therefore, no subcontracting goals were established]. ..Body Lead Department Financial Services Department. Client Department(s) Austin Energy. Fiscal Note Funding in the amount of $700,000 is available in the Fiscal Year 2022-2023 Operating Budget of Austin Energy. Funding for the remaining contract term is contingent upon available funding in future budgets. Purchasing Language: The Financial Services Department issued a Request for Proposals (RFP) 1100 MMH3020 for these services. The solicitation was issued on April 11, 2022, and it closed on May 12, 2022. Of the eight 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. For More Information: 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: November 14, 2022 – To be reviewed by the Electric Utility Commission. Additional Backup Information: These contracts will provide City utilities with three contractors to collect delinquent and aged inactive customer utility debt at the primary and secondary levels. City utilities includes Austin Energy, Austin Water, Austin Resource Recovery, Public Works, and the Watershed Protection Department. Currently, the Utilities’ delinquent accounts are categorized into three levels: Primary: This is the first level of inactive utility accounts. At this level, accounts owe $25 or more and are typically placed in the delinquent list 60 to 120 days after the final bill generates. Contractors at this level will maintain the referrals between nine and 12 months before being recalled by the City and transferred to the secondary level. Transworld Systems Inc. will be responsible for the collection of primary level delinquent accounts. Secondary: This is the second level of inactive utility account balances placed with a contractor. These accounts are typically over 12 months old, but less than 24 months old. Contractors at this level will maintain the referrals between nine and 12 months before being recalled by the City and transferred to the tertiary level. I C System Inc. will be responsible for the collection of secondary level delinquent accounts. As these are consecutive level collection placements, no contractor may be awarded both primary and secondary contracts or secondary and tertiary contracts. A tertiary agency is already under contract through November 2023. Payments on these contracts are commission based; expenditures are dependent on amounts collected by the contractors. An evaluation team with expertise in this area evaluated the offers and scored Transworld Systems Inc. and I C System Inc. as the best to provide these services based on commission rates, service-disabled veteran business enterprise, local business presence, solution, prior experience, business organization and project management structure, and recovery rates. These contracts will replace the current contracts that expire on January 31, 2023 and are critical to City utilities to assist with outstanding revenue collection and the reduction of bad debt expense. Contract Detail: Contract Term Initial Term Optional Extension 1 Optional Extension 2 Optional Extension 3 TOTAL ..Strategic Outcome(s) Strategic Outcome(s): Government that Works for All. 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. Posting Language ..Title Authorize reimbursement of costs to Waller Creek Owner, LLC., for the service pipe connection to interconnect the Waller Building to the Austin Energy (AE) downtown District Cooling System in an amount not to exceed $2,424,138. Item 5 ..De Lead Department Austin Energy Prior Council Action: Fiscal Note Funding is available in the AE Fiscal Year 2022-2023 Capital Budget. For More Information: Pat Sweeney, Vice President, Power Production, (512) 322-6292; James Kassim, Energy Operations Director, (512) 322-6424. Council Committee, Boards and Commission Action: To be reviewed by the Electric Utility Commission on November 14, 2022. Additional Backup Information: Austin Energy (AE) operates several district cooling systems providing chilled water to customer buildings through a network of underground pipes. These systems serve multiple large buildings within a particular service area including Downtown Austin, the Domain, the Mueller Redevelopment Zone, and Austin Community College Highland Campus. A district cooling plant distributes chilled water to the customer's building through a set of heat exchangers located in the building's mechanical room. A single district cooling plant can meet the cooling needs of many buildings. For example, the Downtown District Cooling System currently serves forty-seven customers, including City Hall, Austin Central Library, Austin Convention Center, Whole Foods, Ballet Austin, hotels, residential buildings, and office towers. Additionally, by using thermal energy storage, AE shifts electric load from peak times (3:00 p.m. to 6:00 p.m.) to off-peak times, helping AE meet Council’s thermal energy storage goal of 40MW by 2030. Adding chilled water customers increases the load to AE’s District Cooling System and thereby increases the amount of potential electrical demand shifted from on-peak to off-peak hours. This project will connect the Waller Building at the corner of Cesar Chavez and Red River. The piping will provide chilled water service to the existing mechanical room as specified in a Chilled Water Services Agreement between AE and Waller Creek Owner, LLC. AE recovers the cost for reimbursable items through the chilled water rate specified in the agreement. This project is located in zip code 78701 and Council District 9. AE will manage the project. ..Strategic Outcome(s) Strategic Outcome(s): Government that Works for All. Item 6 Posting Language ..Title Authorize an amendment to a cooperative contract with Carahsoft Technology Corp. for continued ServiceNow products, services, and software, including maintenance and support, to increase the amount by $477,040 and to extend the term by four months, for a revised total contract amount not to exceed $7,632,090. [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 Financial Services Department. Client Department(s) Austin Energy. Purchasing Language: Contract Amendment. Fiscal Note Funding in the amount of $477,040 is available in the Fiscal Year 2022-2023 Operating Budget of Austin Energy. Prior Council Action: June 22, 2017 – Council approved the original contract, item 27, on a 10-0 vote with Council Member Troxclair absent. For More Information: Inquiries should be directed to Michelle Rocha, at 512-974-2261 or Michelle.Rocha@austintexas.gov. Council Committee, Boards and Commission Action: November 14, 2022 - To be reviewed by the Electric Utility Commission. Additional Backup Information: The proposed amendment is for continued purchase of ServiceNow products and services, including maintenance and support for Austin Energy. ServiceNow software allows Austin Energy to automate and manage enterprise information technology (IT) operations and provide a forms-based workflow to create a single system of record for all IT processes. This system allows Austin Energy IT to bring together strategy, design, and operations on a simple cloud platform. Austin Energy IT has used ServiceNow as the IT service management tool for the management of thousands of Austin Energy technology requests each year. The tool applies a subscription model for the ongoing use of the tool. This proposed amendment addresses an on-going requirement for a subscription to the ServiceNow tool and allows for time needed to complete the procurement process currently underway to establish a new contract.  ..Strategic Outcome(s) Strategic Outcome(s): Government that Works for All. . Item 7 Posting Language ..Title Authorize negotiation and execution of a multi-term contract with Grid Solutions d/b/a GE MDS LLC or GE Grid Solutions LLC or GE Energy Management Services LLC to upgrade the existing geographical information system software and to provide continued maintenance and support services, for up to eight years for a total contract amount not to exceed $8,455,000. [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 Financial Services Department. Client Department(s) Austin Energy. Purchasing Language: Sole Source. Fiscal Note Funding in the amount of $2,459,597 is available in the Capital 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 Paula Barriffe, at 512-322-6118 or Paula.Barriffe@austintexas.gov. Council Committee, Boards and Commission Action: November 14, 2022 - To be reviewed by the Electric Utility Commission. Additional Backup Information: The contract will provide a software upgrade as well as software maintenance and support services of GE Smallworld Electric Office, including software updates, technical bulletins, software patches, technical support, and troubleshooting services. GE Smallworld Electric Office is a geographical information system (GIS) software used by Austin Energy to manage its electrical transmission and distribution system for continued reliable services to customers. GE Smallworld Electric Office is a critical software used by Austin Energy. It provides the foundational map of the electric grid that allows Austin Energy System Operators to monitor outage locations, field crews, and maintain daily electric distribution circuit configuration. GE Smallworld Electric Office also provides a mobile application that supports field personnel in capturing changes in the field, especially in rural areas without cellular service, then syncing back to the main servers once back in range. GE Energy Management Services LLC is the sole provider of GE Smallworld Electric Office software licenses and maintenance. The current contract will expire January 31, 2023. Contract Detail: Contract Term Length of Term Contract Authorization  5 yrs. 1 yr. 1 yr. 1 yr. 8 yrs. Initial Term Optional Extension 1 Optional Extension 2 Optional Extension 3 TOTAL Note: Contract Authorization amounts are based on the City’s estimated annual usage. Strategic Outcome(s): Government that Works for All, Safety. $6,705,000 $ 555,198 $ 582,872 $ 611,930 $8,455,000 ..Strategic Outcome(s)