Item 6- RCA Electrical Switchgear Preventative Maintenance — original pdf

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Posting Language ..Title Authorize a contract for electrical switchgear preventative maintenance and installation for Austin Energy and Austin Aviation with Absolute Testing Services, for an initial term of one year with up to two one-year extension options in an amount not to exceed $3,615,000. Funding: $582,084 is available in the Operating Budget of Austin Energy, and $522,500 available in the Operating Budget of Austin Aviation. Funding for the remaining contract term is contingent upon available funding in future budgets. ..Body Lead Department Austin Financial Services. Client Department(s) Austin Energy, Austin Aviation. Fiscal Note Funding in the amount of $582,084 is available in the Fiscal Year 2025-2026 Operating Budget of Austin Energy. Funding in the amount of $522,500 is available in the Fiscal Year 2025-2026 Operating Budget of Austin Aviation. Funding for the remaining contract term is contingent upon available funding in future budgets. Procurement Language: Austin Financial Services issued an Invitation for Bids solicitation IFB 1100 MMH1025 for these goods and services. The solicitation was issued on June 9, 2025 and closed on July 24, 2025. Of the two offers received, the bid submitted by the recommended contractor was the lowest responsive bid received. A complete solicitation package, including a tabulation of the bids received, is available for viewing on the City’s website. This information can currently be found at https://financeonline.austintexas.gov/afo/account_services/solicitation/solicitation_details.cfm?sid=142475 . MBE/WBE: 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. For More Information: Direct questions regarding this Recommendation for Council Action to Austin Financial Services - 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: October 20, 2025 - To be reviewed by the Electric Utility Commission. Additional Backup Information: This contract provides testing, maintenance, repair, and installation of electrical switchgear and related components across multiple City facilities. Electrical switchgear controls, protects, and isolates electrical equipment ensuring continuity of power to City facilities. It is vital during power outages, natural disasters, Item 6and inclement weather enabling power distribution to critical systems. Regular testing and maintenance of switchgear and related components reduces the risk of electrical faults, shorts, and fires within these complex electrical systems. Ongoing maintenance also extends equipment life by addressing minor issues early, creating fewer and more predictable failures. These services are essential for safety, business continuity, and reliable transfer between utility and backup power for life safety; lighting; and heating, ventilation and air conditioning systems. This contract will replace an existing contract that expires November 18, 2025 for the same services. The recommended contractor is the current provider for these services. Without this contract, the City may be unable to properly maintain critical power systems, leading to reduced efficiency and significant risk of operational disruptions. Contract Details: Contract Term Initial Term Optional Extension 1 Optional Extension 2 Total Length of Term 1 year 1 year 1 year 3 years Contract Authorization $ 1,205,000 $ 1,205,000 $ 1,205,000 $ 3,615,000 Note: Contract Authorization amounts are based on the City’s estimated annual usage.