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HomeMy WebLinkAbout241212 -- City Council -- Agenda QuestionsV/Q�� C=oF Coo EGE S=ioN H.mvofTmwAcW Uaimmy- Council questions and staff responses for items on December 12th, 2024 City Council Meeting 7.3 CSU Electric Underground Distribution Cable Installation Sponsors: Timothy Crabb Question: What will be the impact on internal staff work scheduling due to shifting this work from the proposed contract personnel to in house? Response: When this project was first conceived several months ago (long delivery material for this project was on order for over 8 months), Electric was down 6 to 8 linemen positions. The estimated cost for this project was in the $120K range as this is a labor only bid and CSU would be providing the material. There were four bids. Two were considered "unresponsive", the other two were at $545K and $905K, respectively. As we are currently nearly fully staffed in our linemen positions, it was decided to do this work with our own crews versus using contractors at what we consider to be an excessive cost. Because we will need to shut down various street during this project, we will be working some overtime to complete the project with the least amount of public inconvenience. We feel that we now have the manpower to complete the project inhouse and that it should not affect our other scheduled construction. 7.5 CSU Switch Substation Transformer Refurbishment Sponsors: Timothy Crabb Question: Why are we not awarding the lowest bidder? Is there a tabulation sheet with other factors noted/considered? Response: Since this item was a competitive sealed bid and is a contract for the construction and maintenance of utility facilities, Texas Local Government Code section 252.043(d) requires that the contract be awarded to the lowest responsible bidder. The City's bid documents, specifically section 4.09 (see below), detail how the lowest responsible bidder may be determined by the City. Due the complexity of this project (rebuilding a substation power transformer on site), and because the top two bids were only $915 apart, Electric conversed with Purchasing about the experience level of the bidders. RESA Services, Inc. was determined to have the better references, qualifications, and material handling experience for this work. As per the bid document: 4.09. All bids will be awarded to the lowest responsive and responsible bidder. The determination of the lowest responsive and responsible bidder may involve all or some of the following factors: price, conformity to specifications, financial ability to perform the contract, previous performance, facilities and equipment, availability of repair parts, experience, delivery promise, payment terms, compatibility as required, other costs, and other objectives and accountable factors which are reasonable. 7.6 Purchase of Concrete Pull Boxes for Electric Warehouse Inventory Sponsors: Timothy Crabb Question: please clarify. Does the $25k difference between lines 2-4 ($207,894) and the award amount ($232,894) reflect the informal amount provided for line 1? The award amount covers items reflected on lines 1-5? Response: Yes, Line 1, as originally bid, was not awarded because of a Techline bidding error and the materials bid from the other vendors did not meet specification. Line 1 was informally rebid and awarded to Techline as shown on Tab 24-088 B. 7.8 Synthetic turf replacement at Veterans Park and Athletic Complex Sponsors: Kelsey Heiden Question: what is a BuyBoard Contract? Response: BuyBoard is a purchasing cooperative. This cooperative provides members with a wide range of products and services that have already been subjected to a competitive procurement process. It serves public schools, municipalities, counties, community colleges, public universities, and other governmental entities. Members save money purchasing products and services through cooperatives such as BuyBoard because of time savings and because of the purchasing power of the cooperative. Texas Government Code 791 and Local Government Code 271 authorizes local governments to enter into cooperative purchasing and other agreements for government functions. 7.9 Real Estate Appraisal Services Sponsors: Jennifer Cain Question: Can you provide tabulation sheet? Were there local qualified respondents other than Lovett? Response: A copy of the RFQ is attached to this email, so all can see what was requested of the firms submitted. The evaluation sheets and scores are not typically shared publicly. These documents will be sent to the Council through a separate email. Lovett was the only local respondent. 7.10 2000 kVA Pad Mount Transformers for Wells Proiect Sponsors: Jennifer Cain Question: Why was the bid not given to the lowest bidder? Response: The low bid was based on refurbished units. KBS had the lowest bid of any new transformers and made no exceptions to our specifications. 7.12 Change Order #3 for Directional Bore Proiects Sponsors: Timothy Crabb Question: How much sidewalk is being removed and repaired? Response: This is a section of an 8' wide sidewalk along Penberthy. The installation of the 4'x8' pull box and the receiving pit for the bore will affect about 15' of the sidewalk. The sketch that was bid with this project showed the pull box to be located outside the sidewalk based on GIS data, but the existing conduit that we are tying into was actually under the sidewalk. There is no easement to install the pull box outside the ROW, so the sidewalk will have to be removed at this location for the installation to be made. 7.18 Kroger Opioid Settlement Sponsors: Adam Falco Question: Not needed for the meeting or this item's approval, but do we have any statistics on the what the opioid crisis looks like in CoCS? Response: As a Police Department we do not see a very large presence of opiate abuse in our community. If the Council would like further information on opiate abuse, that information can be sent to the Council in a separate report, or presented in the public safety update scheduled for the February 131h meeting of the City Council. 9.3 Veterans Park Baseball Fields Design Contract Sponsors: Jennifer Cain Question: Can you provide selection rubric and spreadsheet for RFQ? Response: A copy of the blank scoring rubric is attached, along with a copy of the RFQ, showing what was requested of the firms. The evaluation sheets and scores are not typically shared publicly. These documents will be sent to the Council through a separate email.