CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Approve the award of RFP 22-100, Transmission & Distribution Engineering Services, to Primera Engineers for an amount not to exceed $1,500,000 and for a two-year term
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DEPARTMENT: Electric Utility
SUBMITTED BY: Brian Groth, Director
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
The Utility has a backlog of critical infrastructure projects included in the capital improvement plan waiting in the engineering queue. These projects include high-priority overhead to underground circuit conversions, duct bank installations, cable replacements, relay upgrades, and end-of-life equipment replacements among others. Due to a high number of staff retirements over the past two years, the Utility has struggled to complete these higher complexity projects with current staffing levels.
By partnering with an engineering firm on a long-term strategic contract, the Utility gains access to a diverse and experienced talent pool capable of completing these projects. In addition, the long-term nature of the contract allows the engineering firm to learn the Utility’s system and build rapport with staff, establishing a strategic partnership that can be expanded should the Utility receive federal infrastructure grant funding.
In February 2022, the Electric Utility issued RFP 22-100, Transmission & Distribution Engineering Services, to contract with an experienced and qualified firm to offer supplemental engineering services for the Electric Utility as needed on capital improvement and other projects.
DISCUSSION:
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Advertisement Date: |
02/14/2022 |
Notices Sent: |
276 |
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Opening Date: |
03/09/2022 |
Planholders: |
31 |
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Proposals Received: |
7 |
Proposals were received from the following vendors:
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A Star Electric |
Enercon Services, Inc. |
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BHMG Engineers |
Primera Engineers |
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Commonwealth Associates, Inc. |
Sargent & Lundy |
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EN Engineering |
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A selection team comprised of staff from the Electric Utility and the Transportation, Engineering and Development 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/Methodology (40%)
3. Milestones and Deliverables (30%)
After review and scoring of the proposals, the vendor with the highest qualification score, Primera Engineers, 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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Primera Engineers |
88.2 |
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Enercon Services, Inc. |
83 |
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Sargent & Lundy |
82.6 |
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EN Engineering |
76.9 |
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Commonwealth |
51 |
Two other respondents did not submit required documentation relating to four sample projects that were provided in the scope of services, therefore were deemed non-responsive and their proposals could not be considered.
Cost of service is based on negotiated hourly rates, as set forth within the agreement, and will be billed accordingly as the Utility utilizes the contracted engineering services.
The term of the contract is two years from the date of execution with three, one-year options to extend.
FISCAL IMPACT:
CIP#: Various new and capital maintenance projects
Transmission & Distribution Engineering Services is expensed to the Infrastructure account listed below. The cost of engineering is included within individual project budgets. The 2022 budget for Electric Utility capital is $10,444,067. The requested award is accommodated within the 2022 budget for work that will be completed in the current year. Any future work will be included within the 2023 budget.
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Account Number |
Fund Description |
Total Budget Amount |
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40251300-551502 |
Electric Utility |
$10,444,067 |