AGENDA INFORMATION SHEET
DEPARTMENT: Materials Management
ACM: Bryan Langley
AGENDA DATE: August 2, 2016
SUBJECT
Title
Consider adoption of an ordinance accepting competitive proposals and awarding a contract for the supply of Electric Substation Control Buildings for Denton Municipal Electric; providing for the expenditure of funds therefor; and providing an effective date (RFP 6115-awarded to Crown Technical Systems in the three (3) year not-to-exceed amount of $3,530,000). The Public Utilities Board recommends approval (6-0).
Body
RFP INFORMATION
Denton Municipal Electric (DME) has substation projects approved in its Five Year Capital Improvement Plan (CIP) that will require the purchase of prefabricated control buildings. DME has developed three substation control building plans that can be utilized for all CIP projects where such facilities are required. Control buildings are essential components for substations because they provide physical security and a climate controlled environment for critical power system protection and control hardware. A standardized layout for the buildings has been developed that provides the advantage of reducing engineering, provides a predictable space requirement within substations, and allows an agreement to be structured to purchase multiple buildings over time at a lower cost. A more detailed description of the buildings is included in the Public Utilities Board Agenda Information Sheet (Exhibit 1).
Request for proposals were sent to 155 prospective suppliers, including one Denton firm. In addition, specifications were placed on the Materials Management website for prospective suppliers to download and the notice to prospective suppliers was advertised in the local newspaper. Nine proposals were received. Proposals were evaluated based upon published criteria, including price, delivery and probable performance by the supplier (Exhibit 2). Crown Technical Systems was ranked the highest and determined to be the best value for the City.
PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS)
On July 25, 2016, the Public Utilities Board recommended approval to forward this item to the City Council for consideration.
RECOMMENDATION
Award a contract for the purchase of substation control buildings to Crown Technical Systems Company in a three (3) year not-to-exceed amount of $3,530,000. This amount includes a contingency for the addition of optional sizes of relay panels which are determined by the building plan.
PRINCIPAL PLACE OF BUSINESS
Crown Technical systems
Fontana, CA
ESTIMATED SCHEDULE OF PROJECT
This is an initial one (1) year contract with options to extend the contract for two (2) additional one (1) year periods, with all terms and conditions remaining the same.
FISCAL INFORMATION
The costs for material purchased under the proposed agreement will be funded from project accounts on an as needed basis. The work proposed will be in the transmission category. These costs for transmission projects will ultimately be recovered through the Public Utility Commission Transmission Cost of Service Program (TCOS).
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: Organizational Excellence
Related Goal: 2.3 Promote superior utility services and facilities
EXHIBITS
Exhibit 1: Public Utilities Board Agenda Information Sheet without Exhibits
Exhibit 2: Evaluation/Ranking Sheet
Exhibit 3: Public Utilities Board Draft Minutes
Exhibit 4: Ordinance
Exhibit 5: Contract
Respectfully submitted:
Chuck Springer, 349-8260
Director of Finance
For information concerning this acquisition, contact: Chuck Sears at 349-7111.