Agenda Information Sheet
DEPARTMENT: Denton Municipal Electric
CM/ ACM: Todd Hileman, City Manager
Date: July 10, 2017
SUBJECT
Title
Consider recommending approval of a Professional Services Agreement by and between the City of Denton, Texas and Kirkpatrick Architecture Studio, Denton, Texas for professional architectural and design services for the Hickory Substation GIS equipment building, the Hickory Substation screening wall, and the Eagle substation GIS equipment building for Denton Municipal Electric in an amount not-to-exceed $616,700.00. (File No. 6483).
Body
BACKGROUND
The Hickory and Eagle substations are approved CIP projects. Sites have been selected for both substations; and, because of site size restrictions and aesthetic concerns, the City Council has directed that both substations be constructed as Gas Insulated Substations (GIS) and that the Hickory Substation be enclosed within a decorative screening wall. GIS substations can be constructed on a significantly smaller sites than would be required for an equivalent Air Insulated Substation (AIS). The 138kV gas insulated bus and equipment, which are compact and contained in completely enclosed, grounded compartments, will be installed inside a GIS building on each site. The Professional Services Agreement proposed herein is to procure the architectural/engineering services necessary to accomplish the designs for the two GIS buildings and for the Hickory screening wall.
Designs for buildings for the Hickory and Eagle substation sites, to house GIS equipment, are required. The building for the Hickory Substation will be approximately 60’ x 80’, and the Eagle Substation building will be approximately 55’ x 72’. In addition to the GIS equipment, the building will house protective relay, station battery, SCADA, communication, and other equipment for system control and protection. Power transformers and distribution switchgear buildings will be located exterior to the GIS building in each station. Refer to Exhibit 2 for Hickory and Eagle Substation site concepts.
Fencing or screening is necessary to provide the required perimeter security for the Hickory Substation. The City of Denton currently has a contract with Walsh’s Hawk Construction Company for precast concrete security/screening fences (RFP #5963) for substations. However, Denton Municipal Electric (DME) presented options regarding the station configuration and aesthetic treatment to the City Council for the Hickory Substation on June 21, 2016 (ID 16-711). DME staff was given direction to install an architectural wall with an approximate height of 20 feet. The Council also approved formation of a committee consisting of Council members, Council appointees, PUB members and community participants to develop a concept for the screening wall. The picture attached in exhibit 4 is the concept that was chosen. The screening wall must be designed to address the technical requirements for security and provide an aesthetically pleasing appearance to the public. Kirkpatrick Architecture Studio was engaged to create the concept based on input from the committee.
Kirkpatrick Architecture Studio (KAS) is a firm located in Denton that has the capability to complete the necessary designs. It was considered appropriate to select KAS because of capability, previous work completed for the City of Denton, and because they expended significant effort in creation of the concept.
The contract is structured to be billed on an hourly basis for work performed. It should also be noted that the contract does not obligate DME to provide work to fulfill the contract amount or to make any minimum expenditure.
DME views the estimate for services from KAS as exactly that - an estimate in advance of knowing the exact work that could be required, especially for the screening wall. The concept for the wall does not define the exact materials to be used or the specific structural methods that will be required to support the wall and provide a foundation. While this will likely have more of an effect on the cost than on the design, it could also result in additional design cost. The GIS building designs will, of necessity, be iterative processes. DME must inform the GIS equipment vendors, as part of the RFP advertisement, how it proposes to structure the building design. GIS vendors all have different sizes and layouts for their equipment. The successful vendor will be required to provide information on any building special features along with a building floor layout for their specific equipment which will include floor features and structural requirements. While DME has done extensive research in to probable GIS equipment floor plan arrangements in coming up with building concept plans, adjustments could be necessary that result in building design changes that there is no way to anticipate prior to selection of the GIS vendor. To minimize this, DME will only perform initial building design to the point where the intended structure and features are described in sufficient detail to allow the vendor and architect to proceed with integrating their respective designs.
Comments on estimated cost is in order. To be fully transparent, the design work necessary for the Hickory and Eagle substation projects has a certain amount of uncertainty due to the nature of the work required. Two examples will explain. The exact details for the GIS building designs cannot be know at this time because we cannot have information that the equipment vendor must supply. Research has been done to attempt to determine the probable design necessary. Full definition will be given by the successful vendor when the selection process is complete. Secondly, there are options for how the Hickory Substation screening wall can be constructed. There are choices related to configuration, material, and structural support that cannot be made without research that must go beyond creation of the concept that was approved. Assumptions have been made, but the design may ultimately require more extensive structural work (or possibly less) than appears necessary at this point. While every effort has been made to properly estimate the cost of the design, it is possible that an amendment could be required in the future because of the unknown nature of certain elements. As stated in the beginning of this paragraph, these comments are an effort to be transparent with what DME believes to be a reasonable possibility related to this contract. Please note that the proposal included only limited consultation with Kirkpatrick during construction and no direct construction inspection. Project construction inspection services are normally obtained through another existing contract.
The following is a summary of the estimated contract cost:
From the proposal:
• Hickory Substation GIS building design and engineering: $229,000
• Hickory Substation screening wall design and engineering: $212,200
• Eagle Substation GIS building design and engineering: $165,500
• Printing and miscellaneous: $ 10,000
Total not-to-exceed amount for the contact: $616,700
Design and construction of these facilities is being coordinated with Facilities Management. Facilities Management will provide assistance and guidance throughout the design and construction efforts. Facilities personnel have expressed agreement with selecting KAS as the design professional.
Exhibit 1 is a copy of the proposal from KAS. Exhibit 3 is a copy of the proposed Professional Services Agreement. Exhibit 2 consists of plan view drawings for the Hickory and Eagle substations. Exhibit 3 is a copy of the proposed contract. Exhibit 4 contains a picture of a typical GIS hardware installation and a picture of a concept for the Hickory Substation screening wall.
OPTIONS
1. Recommend awarding a Professional Services Agreement to Kirkpatrick Architecture Studio.
2. Not recommend awarding a Professional Services Agreement to Kirkpatrick Architecture Studio, and direct that other actions be taken to obtain the required services.
RECOMMENDATION
DME recommends awarding the contract for professional services to Kirkpatrick Architecture Studio, in an amount not to exceed $616,700.00.
ESTIMATED SCHEDULE OF PROJECT
The work under this contract will begin immediately upon approval by the City Council.
PRIOR ACTION/REVIEW (Council, Boards, Commissions)
There has been no prior action related to this proposed contract; however, the proposed purchase is consistent with project information detailed in the CIP.
FISCAL INFORMATION
The cost for services purchased under the proposed agreement will be funded out of amounts budgeted for the specific Hickory and Eagle Substation projects. The design costs for the GIS buildings and a portion of the cost for the Hickory Substation screening wall will be in the transmission category. The project costs that are in the transmission category will ultimately be recovered through the Public Utility Commission transmission cost of service program (TCOS).
BID INFORMATION
Texas statutory law provides that procurements for professional services are made in accordance with the "Professional Services Procurement Act" (professional services may not be bid). The provisions of Texas Local Government Code, Section 252,022(a)(4) provide that procurements for professional services are exempt from the requirements of competitive bidding.
STRATEGIC PLAN RELATIONSHIP
The City of Denton’s Strategic Plan is an action-oriented road map that will help the City achieve its vision. The foundation for the plan is the five long-term Key Focus Areas (KFA): Organizational Excellence; Public Infrastructure; Economic Development; Safe, Livable, and Family-Friendly Community; and Sustainability and Environmental Stewardship. While individual items may support multiple KFAs, this specific City Council agenda item contributes most directly to the following KFA and goal:
Related Key Focus Area: Public Infrastructure
Related Goal: 2.3 Promote superior utility services and facilities
EXHIBITS
1. Proposal from Kirkpatrick Architectural Studio
2. Hickory and Eagle Substation Plan View Drawings
3. Proposed Professional Services Agreement
4. Pictures of Typical GIS Hardware and of a Concept for the Hickory Substation Screening Wall
Respectfully submitted:
Bryan Langley
Deputy City Manager/COO
Prepared by:
Chuck Sears
Transmission Engineering Manager