CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Approve the award of RFP 21-221, Relay Upgrade Engineering, to SynchroGrid Limited, LLC for an amount not to exceed $103,260
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DEPARTMENT: Electric Utility
SUBMITTED BY: Brian Groth, Director
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
As a proactive measure, the Electric Utility is replacing its aging electromechanical relaying systems with modern microprocessor-based relaying. Microprocessor-based relays provide improved reliability, are more resistant to physical vibration/impacts, and have advanced monitoring functions such as error reporting and sequence of event recording.
In June 2021, the Electric Utility issued RFP 21-221, Relay Upgrade Design for 138kV Transmission Line L1500, to contract with a qualified and experienced consultant to perform the design work associated with these relay upgrades. Relay installation and wiring will be completed by Electric Utility crews.
DISCUSSION:
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Advertisement Date: |
06/18/2021 |
Notices Sent: |
176 |
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Opening Date: |
07/13/2021 |
Planholders: |
18 |
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Proposals Received: |
6 |
Proposals were received from the following vendors:
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Shermco Industries, Inc. |
Valdes Engineering Company |
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Electric Power Systems |
A Star Electric |
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SynchroGrid |
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Electric Power Systems was deemed non-responsive as the vendor did not submit a signed Offer to Contract at the time of submission which was a requirement of the RFP, therefore the proposal could not be considered.
A selection team comprised of staff from the Electric Utility and Transportation, Engineering and Development (TED) Business Group evaluated the proposals, which were scored based upon the criteria set forth in the RFP:
1. Capability, Capacity and Qualifications of the Firm (30%)
2. Suitability and Quality of the Approach (30%)
3. Milestones and Deliverables (30%)
4. Outcomes to be Achieved (10%)
After review and scoring of the proposals, the selection committee chose not to conduct interviews and felt the vendor with the highest qualification score is capable and is recommended for award. The table below provides a summary of the final qualification scores:
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Vendor |
Qualification Score |
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SynchroGrid |
88.5 |
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A Star Electric |
79.2 |
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Valdez Electric |
74.3 |
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Shermco |
15 |
SynchroGrid, submitted a proposal which (i) presented clear roles for their staff that will be working on this project, (ii) proved that the company is focused on the cutting-edge relay setting and programming, and (iii) took the time to present successful, relevant projects that were aligned with our project.
The timeline presented by the firm aligns well with Utility staff and the cost for the project is in line with the engineer’s budget. The firm agreed to add one day of field visits to the proposal at the request of Utility staff.
The anticipated completion date of the engineering for this project is December 31, 2021.
FISCAL IMPACT:
CIP#: EU47
Relay Upgrade Engineer services are expensed to the Infrastructure account listed below. This work is related to EU047, 34 and 138 kV Relay Improvements, of which $675,000 was budgeted for in 2021. The requested award is within the budgeted amount for this expense.
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Account Number |
Fund Description |
Total Budget Amount |
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40251300-551502 |
Electric Utility |
$10,770,000 |