Items 2-11 RCA Drafts — original pdf

Backup

Item 2 ..Title Posting Language Authorize negotiation and execution of a contract for demand response program support and consulting services with CLEAResult Consulting, Inc., for up to three years for a total contract amount not to exceed $2,300,000. [Note: This solicitation was reviewed for subcontracting opportunities in accordance with City Code Chapter 2-9B (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 Financial Services Department. Client Department(s) Austin Energy. Fiscal Note Funding in the amount of $447,222 is available in the Fiscal Year 2023-2024 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 Request for Proposals (RFP) 1100 DCM3023 for these services. The solicitation was issued on October 16, 2023, and closed on November 16, 2023. Of the three offers received, the recommended contractor submitted the best evaluated 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. This information can currently be found at: https://financeonline.austintexas.gov/afo/account_services/solicitation/solicitation_details.cfm?sid=139489 . For More Information: Direct questions regarding this Recommendation for Council Action to the Financial Services Department – Central Procurement at: FSDCentralProcurementRCAs@austintexas.gov or 512-974-2500. Respondents to the solicitation and their Agents should direct all questions to the Authorized Contact Person identified in the solicitation. Council Committee, Boards and Commission Action: March 18, 2024 - To be reviewed by the Electric Utilities Commission. Additional Backup Information: The contract will provide technical services in support of Austin Energy’s demand response programs, with an emphasis on the expansion of the Commercial and Industrial Demand Response program. The contractor will work with Austin Energy and its customers to grow the program through marketing, education, participant enrollment, customer system design and installation, event functions, post-event reporting, and maintenance. The contractor will also evaluate the performance of all demand response programs and provide program enhancement recommendations through industry insight. Austin Energy’s demand response programs provide incentives to customers for curtailing energy use upon request during peak demand periods. The program contributes to Electric Reliability Council of Texas grid reliability and supports the City’s sustainability goals, which call for savings through energy efficiency and conservation efforts. An evaluation team with expertise in this area evaluated the offers and scored CLEAResult Consulting Inc. as the best to provide these services based on price, service-disabled veteran business enterprise, local preference, project concept and solution, and prior experience and personnel. The recommended contractor is local and the current provider for these services. Item 3 Posting Language ..Title Authorize negotiation and execution of a revenue contract for reclamation services with Austin Metal & Iron Co. LP, for up to five years for a total estimated revenue amount of $5,000,000. [Note: This solicitation was reviewed for subcontracting opportunities in accordance with City Code Chapter 2-9B 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 Financial Services Department. Client Department(s) Austin Energy. Fiscal Note Revenue will be allocated to the Operating Budget of Austin Energy. Purchasing Language: The Financial Services Department issued a Request for Proposals (RFP) 1100 DTB3022 for these services. The solicitation was issued on September 04, 2023, and closed on October 10, 2023. 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. This information can currently be found at: https://financeonline.austintexas.gov/afo/account_services/solicitation/solicitation_details.cfm?sid=137807 . For More Information: Direct questions regarding this Recommendation for Council Action to the Financial Services Department – Central Procurement at: FSDCentralProcurementRCAs@austintexas.gov or 512-974-2500. Respondents to the solicitation and their Agents should direct all questions to the Authorized Contact Person identified in the solicitation. Council Committee, Boards and Commission Action: March 18, 2024 – To be reviewed by the Electric Utility Commission. Additional Backup Information: The contract provides reclamation services for Austin Energy, which includes disposing of creosote wood utility poles per environmental regulations; removing scrap metal, used parts, and trash; and clearing Austin Energy’s reclamation building of surplus materials. The recommended contractor is the current provider of these services. An evaluation team with expertise in this area evaluated the offers and scored Austin Metal & Iron Co LP as the best to provide these services based on Cost/Revenue Structure, Program and Safety, Experience and Qualifications, Employee Program, Local Business Presence, and Service-Disabled Veteran Business Enterprise. Item 4 ..Title Posting Language Approve issuance of a capacity-based incentive to the City of Sunset Valley, for instillation of solar electric systems on their facilities located at 3203 and 3207 Jones Road, Sunset Valley, TX, 78745, in an amount not to exceed $119,899. ..De Lead Department Austin Energy Prior Council Action: Fiscal Note Funding in the amount of $119,899 is available in the Fiscal Year 2023-2024 Operating Budget of Austin Energy. For More Information: Amy Everhart, Director Local Government Issues (512) 322-6087; Tim Harvey, Customer Renewable Solutions Manager (512) 482-5386. Council Committee, Boards and Commission Action: March 18, 2024 – To be reviewed by the Electric Utility Commission. March 19, 2024 – To be reviewed by the Resource Management Commission. Additional Backup Information: Austin Energy requests approval to issue these capacity-based incentives (CBI) to the Customer for the installation of solar electric systems at their facilities to produce renewable energy for on-site consumption. The table below provides a summary of the combined system sizes, costs, proposed incentives, and environmental benefits.: Solar Systems Details* Total System Size (kW-DC) Total System Size (kW-AC) Annual Estimated Production (kWh) Total System Cost ($) Total Incentive ($) Percent of Cost Covered Reduction of Carbon Dioxide (CO2) in tons Reduction of Sulfur Dioxide (SO2) in pounds Reduction of Nitrogen Oxide (NOX) in pounds 133 111 173,366 $243,980 $119,988 49% 77 87 121 Environmental Benefits** and Emission Reduction Equivalencies*** Equivalency of Vehicle Miles Driven Equivalency of Cars on Austin Roadways Equivalency of Trees Planted Equivalency of Forest Acreage Added *All solar equipment meets Austin Energy program requirements ** Environmental Benefits based on the US Energy Information Association’s state-wide electricity profile *** According to the Environmental Protection Agency (EPA)’s Greenhouse Gas Equivalency Calculator 179,072 15.5 1,155 83.3 The City of Sunset Valley is a city within Travis County, and within the extraterritorial jurisdiction (ETJ) of Austin, Texas. The city of Austin, Texas surrounds the City of Sunset Valley on all sides. The systems are to be installed on the police department and the public works department buildings, offsetting 112% and 108% of the buildings’ historic consumption, respectively. According to the updated Austin Energy Resource, Generation and Climate Protection Plan, approved by Austin City Council in March 2020, “Austin Energy will achieve a total of 375 MW of local solar capacity by the end of 2030, of which 200 MW will be customer-sited (when including both in-front-of-meter and behind- the meter installations).” In order to meet these goals, Austin Energy has funded the Solar Photovoltaic (PV) Programs, which are designed to reduce the amount of electricity Austin Energy must purchase from the market and reduce associated greenhouse gas emissions. The purpose of the Austin Energy Solar PV CBI Program is to expand adoption of solar by nonprofit organizations by helping to offset the capital investment. Under this program, customers who qualify as nonprofit entities are eligible to receive $0.90/W-DC up to $433,800. Per program guidelines, the installation is expected to continue producing for a minimum of 20 years or may be subject to repay the incentive at a pro-rated amount, if it stops producing for any reason short of the stated minimum. This project will advance the stated goals of expanding locally-sited solar, carbon reduction and resiliency, extend the adoption of solar to entities historically excluded from the investment benefits of solar, and continue to demonstrate the value and importance of renewables as part of the individual and collective generation portfolio in Austin Energy territory. Item 5 Posting Language ..Title Authorize negotiation and execution of a contract for mobile medical surveillance and related services with Capitol Medical Services LLC, for up to three years for a total contract amount not to exceed $500,000. [Note: This solicitation was reviewed for subcontracting opportunities in accordance with City Code Chapter 2-9B (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 $83,333 is available in the Fiscal Year 2023-2024 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 Qualifications (RFQS) 1100 DCM4000 for these services. The solicitation was issued on October 23, 2023, and closed on December 7, 2023. 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. This information can currently be found at: https://financeonline.austintexas.gov/afo/account_services/solicitation/solicitation_details.cfm?sid=139199 . For More Information: Direct questions regarding this Recommendation for Council Action to the Financial Services Department – Central Procurement at: FSDCentralProcurementRCAs@austintexas.gov or 512-974-2500. Respondents to the solicitation and their Agents should direct all questions to the Authorized Contact Person identified in the solicitation. Council Committee, Boards and Commission Action: March 18, 2024 - To be reviewed by the Electric Utility Commission. Additional Backup Information: The contract will provide comprehensive medical surveillance testing and related services, including fitness- for-duty examinations and medical screenings, for Austin Energy (AE) employees in a mobile setting. The contractor will provide medical vehicles and staff equipped to perform services such as hearing/audiometry testing, chest x-rays, and respiratory fit testing at various AE work sites. This program is necessary to assess employees’ health status and monitor short- and long-term effects of potential exposure to occupational hazards during employment. The convenience of onsite services will enhance AE’s ability to maintain a healthy workforce. An evaluation team with expertise in this area evaluated the offers and scored Capitol Medical Services LLC as the best to provide these services based on price, service-disabled veteran business enterprise, company qualifications and experience, and personnel qualifications and experience. Item 6 Posting Language ..Title Authorize negotiation and execution of a contract for an electronic visitor management system with Force 5, Inc., for up to five years for a total contract amount not to exceed $700,000. [Note: Sole source contracts are exempt from the City Code Chapter 2-9B (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 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: Direct questions regarding this Recommendation for Council Action to the Financial Services Department – Central Procurement at: FSDCentralProcurementRCAs@austintexas.gov or 512-974-2500. Council Committee, Boards and Commission Action: March 18, 2024 – To be reviewed by the Electric Utility Commission. Additional Backup Information: This contract will provide electronic logging systems via touchscreen kiosks placed at entry and exit points of Austin Energy (AE) facilities deemed as medium or high impact sites by the North American Electric Reliability Corporation Critical Infrastructure Protection (NERC CIP). The equipment is necessary to automate the process for logging visitors, eliminate human error associated with manual logging, and prevent security violations monitored by NERC CIP. The contract includes installation, maintenance, and support. Without a robust electronic logging system, AE could be found non-compliant and incur heavy fines levied by NERC CIP. Force 5, Inc., is the sole manufacturer of an electronic visitor management system designed specifically to meet utility industry compliance requirements. No other system meets all of AE’s specific requirements for reporting and communication without the need for development and customization. Item 7 Posting Language ..Title Authorize negotiation and execution of a contract for Doble testing equipment and related services with Doble Engineering Company, for up to five years, for a total contract amount not to exceed $586,500. [Note: Sole source contracts are exempt from the City Code Chapter 2-9B (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 $42,500 is available in the Fiscal Year 2023-2024 Operating Budget of Austin Energy. Funding for the remaining contract term is contingent upon available funding in future budgets. For More Information: Direct questions regarding this Recommendation for Council Action to the Financial Services Department – Central Procurement at: FSDCentralProcurementRCAs@austintexas.gov or 512-974-2500. Council Committee, Boards and Commission Action: March 18, 2024 – To be reviewed by the Electric Utility Commission. Additional Backup Information: The contract will provide Austin Energy (AE) with Doble diagnostic testing equipment and related software and support services to evaluate and assess the health of critical assets, including transformers, bushings, and circuit breakers. AE uses the test results to make decisions about repair, replacement, and operation of these assets. Without this contract, AE’s substation maintenance and construction operations would be negatively impacted. Doble Engineering Company is the sole provider of these goods and services and only offers them directly to customers without distributors. Item 8 Posting Language ..Title Authorize negotiation and execution of two contracts for circuit breakers with Siemens Energy Inc. and KBS Electrical Distributors Inc., each for up to five years for total contract amounts not to exceed $37,000,000, divided between the contractors. [Note: This solicitation was reviewed for subcontracting opportunities in accordance with City Code Chapter 2-9B (Minority-Owned and Women-Owned Business Enterprise Procurement Program). For the goods required for this solicitation, there were no subcontracting opportunities; therefore, no subcontracting opportunities were established]. ..Body Lead Department Financial Services Department. Client Department(s) Austin Energy. Fiscal Note Funding in the amount of $7,400,000 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: 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. For More Information: Direct questions regarding this Recommendation for Council Action to the Financial Services Department – Central Procurement at: FSDCentralProcurementRCAs@austintexas.gov or 512-974-2500. Council Committee, Boards and Commission Action: March 18, 2024 – To be reviewed by the Electric Utility Commission. Additional Backup Information: The contracts will provide high voltage and 362kV circuit breakers for Austin Energy (AE). These circuit breakers are used to de-energize high voltage substation transmission lines for construction and maintenance purposes and during fault and outage conditions. Circuit breakers are a crucial safety component for protecting AE personnel and contractors, in addition to substation equipment. Price increases and an increase in projects resulted in the need for more circuit breakers and faster depletion of authorized funds on the current contract than originally forecast. In addition, lead times on circuit breakers have more than doubled in the past year with current lead times at over four years. Without these contracts, AE will not be able to complete capital improvement projects and address maintenance needs in a timely manner. Item 9 Posting Language ..Title Authorize negotiation and execution of an amendment to a contract for continued supply of indoor arc- resistant switchgear with Powell Electrical Systems Inc., to increase the amount by $5,000,000 and to extend the term by one year for a revised total contract amount not to exceed $27,000,000. [Note: This contract 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 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 $5,000,000 is available in the Capital Budget of Austin Energy. Prior Council Action: December 13, 2018 – Council approved a contract for indoor arc-resistant switchgear with Powell Electrical Systems, Inc. For More Information: Direct questions regarding this Recommendation for Council Action to the Financial Services Department – Central Procurement at: FSDCentralProcurementRCAs@austintexas.gov or 512-974-2500. Council Committee, Boards and Commission Action: March 18, 2024 – To be reviewed by the Electric Utility Commission. Additional Backup Information: The amendment will provide Austin Energy with continued supply of indoor arc-resistant switchgear to be used, as required, in substations to replace units at end of life, as well as upgrades and additional units to serve customers. Switchgears control and protect the power transformer and the distribution circuits in the event of an electrical fault. They can instantaneously isolate the connected equipment from the electrical fault to avoid damage and allow the equipment to quickly come back online once the fault is cleared, thereby reducing outage time. The arc-resistant feature of this switchgear will contain and redirect an arc-fault’s blast and debris, providing protection to personnel and equipment. Additional time and funding are needed to purchase switchgears until a replacement contract can be executed. Item 10 Posting Language ..Title Authorize execution of two contracts for air switches with Royal Switchgear Manufacturing Co. and Morpac Industries Inc., for up to five years for a total contract amount not to exceed $8,500,000. [Note: This solicitation was reviewed for subcontracting opportunities in accordance with City Code Chapter 2-9B (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 in the amount of $708,333 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 Financial Services Department issued an Invitation for Bids (IFB) 1100 PMC1007 for these goods. The solicitation was issued on November 27, 2023, and closed on December 19, 2023. Of the eight 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. This information can currently be found at: https://financeonline.austintexas.gov/afo/account_services/solicitation/solicitation_details.cfm?sid=139775 . For More Information: Direct questions regarding this Recommendation for Council Action to the Financial Services Department – Central Procurement at: FSDCentralProcurementRCAs@austintexas.gov or 512-974-2500. Respondents to the solicitation and their Agents should direct all questions to the Authorized Contact Person identified in the solicitation. Council Committee, Boards and Commission Action: March 18, 2024 - To be reviewed by the Electric Utility Commission. Additional Backup Information: The contract will provide air switches for Austin Energy substations which are used to sectionalize or separate power within a substation. The air switches isolate and redistribute power to service equipment and are used as a secondary safety device by providing a physical disconnect from electrified lines. The air switches are a part of Austin Energy’s reliability improvement projects and are necessary for promoting substation personnel safety. Item 11 Posting Language ..Title Authorize negotiation and execution of an amendment to a contract for continued broadcast messaging text notifications with KUBRA Arizona, Inc., to increase the amount by $600,000 for a revised total contract amount not to exceed $3,980,767. [Note: This contract was reviewed for subcontracting opportunities and 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 Financial Services Department. Client Department(s) Austin Energy. Purchasing Language: Contract Amendment. Fiscal Note Funding in the amount of $600,000 is available in the Fiscal Year 2023-2024 Operating Budget of Austin Energy. Prior Council Action: June 16, 2016 – Council approved a contract for upgrade, support, and hosting of Storm Center outage reporting software with IFACTOR CONSULTING, INC. December 9, 2021 – Council approved an amendment to upgrade the current Storm Center software at Austin Energy with KUBRA Arizona, Inc. For More Information: Direct questions regarding this Recommendation for Council Action to the Financial Services Department – Central Procurement at: FSDCentralProcurementRCAs@austintexas.gov or 512-974-2500. Council Committee, Boards and Commission Action: March 18, 2024 - To be reviewed by the Electric Utility Commission. Additional Backup Information: The contract provides broadcast messaging text notifications to Austin Energy customers via the Storm Center platform. These messages are sent to communicate energy conservation alerts, outage alerts, and outage reporting. Funding on this contract was depleted faster than expected due to an unanticipated increase in the use of these services. The requested amount will cover the remaining contract term through September 11, 2024. Negotiations are currently underway on a replacement sole source contract for the platform and associated messaging services. Without additional funding on this contract, Austin Energy would not be able to provide the critical service of alerting customers via text messaging.