IFB_1100_AGM1008_0500_v2.pdf

Scope of Work

CITY OF AUSTIN

SCOPE OF WORK – VERSION 1

CAPACITOR BANKS AND ASSOCIATED PARTS

SOLICITATION NO. IFB 1100 AGM1008

1.0 PURPOSE

1.1 The City of Austin Electric Utility, dba Austin Energy, requires a qualified Contractor to supply and deliver capacitor banks and associated parts on an as-needed basis for use in the maintenance, repair, and operation of Austin Energy’s electrical distribution system. The capacitor banks and associated parts shall meet the requirements of the applicable technical specifications identified in this solicitation.

2.0 TERM OF CONTRACT

2.1 This Contract shall remain in effect for an initial term of twenty-four (24) months or the City terminates the Contract. This Contract may be extended beyond the initial term for up to three (3) additional twelve (12) month periods at the City’s sole option.

3.0 CONTRACTORS REQUIREMENTS

The Contractor shall:

3.1 Provide and maintain the required stock level for all items listed in Attachment 1 for the duration of the contract. In the event that the listed stock levels are not procured by the end of the contract, the City of Austin reserves the right to procure the remaining stock.

3.2 Ensure that all parts are new, unused, and meet the requirements of the applicable technical specification, E-1105, E-1630, and E-1806.

3.3 Immediately notify the Contract Manager of recall notices, safety notices, or any applicable notice regarding the capacitor banks and associated parts. Failure to report any recall, warranty replacements, safety notices or other applicable notices within 15-Calendar days of notification of such information may result in termination of the contract.

3.4 Establish the required stock levels within thirty (30) calendar days from contract execution.

3.5 Notify the Contract Manager if quantity falls below the vendor stocking level due to purchases from the City of Austin and replenish stock within a maximum of thirty (30) calendar days.

3.6 Respond to City notifications of changes to required stock levels issued through a Contract modification document.

3.7 Reach the required stocking level within thirty (30) calendars days after receiving notification of an increased stock requirement.

3.8 Provide a report to the Contract Manager every Tuesday by 10:00 AM the stock status as of the close of business on Monday, enabling the City to monitor critical material stock levels.

3.9 Submit the initial stock report on the Tuesday following the thirty (30) calendar days from contract execution.

3.10 Use the capacitor banks and associated parts stock list form, Attachment 1, to report on on-hand quantities, on-order quantities, and on-order delivery dates.

3.11 Make available, for City purchase, all on-hand inventory of required stock up to the current stocking requirement within ninety (90) days prior to the end of the Contract, including extension options or holdovers.

4.0 SINGLE POINT OF CONTACT

4.1 Provide a single point of contact (SPOC) who is skilled, knowledgeable, and experienced in providing and handling precast concrete manholes. The SPOC must comply with all SOW requirements.

4.2 Provide the SPOC’s office number, email address, and after hours phone number to the Contract Manager, within five (5) days after contract award.

4.3 During times the SPOC is unavailable (due to vacation, travel, etc., for example), provide a designee for the SPOC to the Contract Manager. The designee shall meet the same requirements as specified for the SPOC and shall have the same authority as the

SPOC.

5.0 CITY’S RESPONSIBILITIES

The City will:

5.1 Provide a point of contact to the awarded Contractor.

5.2 Provide a Delivery Order (DOM) for each order. No goods shall be delivered without a reference DOM.

5.3 Reserve the right to allow other City department to utilize the contract.

6.0 ORDER PLACEMENT

The Solicitation’s Recommendation for Award will identify whether an order of priority has been established and will specify the applicable line item(s), group(s), or aggregate structure. If the City establishes an order of priority for multiple awardees, orders will be placed first with the Primary Awardee for the relevant line item(s), group(s), or aggregate award. If the Primary Awardee cannot fulfill all or part of an order, the City may place that order or portion thereof with the Secondary Awardee, then the Tertiary Awardee, if applicable, and so on, in priority order.

7.0 DELIVERY REQUIREMENTS AND LOCATIONS

The Contractor shall:

7.1 Ensure delivery is made within two (2) calendar days after the order is placed (either verbally or in writing). All orders must be shipped complete unless arrangements for partial shipments are made in advance.

7.2 Confirm the quantity to be shipped on all orders within two (2) hours of notification by phone from the City.

7.3 Provide, with each delivery, a shipping or delivery ticket showing the description of each item, quantity, and unit price.

7.4 Not make deliveries on City-recognized legal holidays, unless otherwise requested by the City.

7.5 Deliver to locations listed below, but are not limited to:

Delivery Location: Receiving Hours:

Austin Energy Monday through Friday

St. Elmo Warehouse and Yard 4411 Meinardus Drive, Building W Austin, TX 78744

Hours: 7:00 am to 3:00 pm

Austin Energy Cameron Warehouse and Yard 14910 Cameron Rd Pflugerville, TX 78660

Monday through Friday Hours: 7:00 am to 3:00 pm

8.0 DELIVERY PERFORMANCE

8.1 The City will monitor Contractor’s delivery performance by noting and recording Contractors’ order receipt dates (“Receipt Date”) and comparing them with Contractor quoted delivery dates (“Delivery Date”) in accordance with the information provided at the time of order or the requirements of this Contract; this information will be compiled quarterly into a report (“Report”).

8.2 The City will monitor Contractor’s delivery performance at random and provide a formal Report to the Contractor at the end of each calendar quarter (“Vendor Performance Review”).

8.3 Each order will be scored as follow: The sum of the:

Number of orders received on time = % On-Time (“% On-Time”) Total number of orders received

8.3.1 For this proposed contract, the goal shall be 95% On-Time. For example: If, during the month of July, 72 orders were received on-time, and 2 orders were delivered late, then the On-Time is greater than 95%.

8.3.2 The math is: 72 (orders delivered on-time)/ (72 + (2 orders delivered late) = 74 total orders delivered), or 72/74 equals 97%. Since 97% is greater than this example’s Goal of 95%, this month’s deliveries meet the Contract Requirement.

8.3.3 If the On-Time delivery score is below the goal for two or more consecutive quarters, the City may require the supplier to provide a delivery improvement plan in writing.

8.3.4 If the On-Time delivery score consistency falls below the goal, the City may cancel the contract. See the Terms and Conditions, section 7.4 Termination for Cause and section 7.6 Termination without Cause for further details.

8.4 Request for Correction

The Contractor shall:

8.4.1 Submit any request for correction to the Capacitor Banks Weekly Stock List Report (Attachment 1) when a discrepancy is believed to exist in one or more orders.

8.4.2 Issue such requests in writing within seven (7) calendar days after the email release of the most recent Vendor Performance Review.

8.4.3 Include credible supporting documentation, such as proof of delivery, to substantiate the correction request.

8.4.4 Email correction requests to the Contract Manager identified in this document.

The City will:

8.4.5 Review the documentation and make corrections to the Report as appropriate.

9.0 SPECIFIC INVOICE REQUIREMENTS

9.1 The City’s preference is to have invoices emailed to

aeinventoryaccounting@austinenergy.com.

9.2 For questions regarding your invoice/payment please contact the City Contract Manager.

9.3 At a minimum, invoices shall be itemized and contain the following information, or they will not be processed and will be returned to the Contractor for correction:

9.3.1 A unique invoice number

9.3.2 Invoice date

9.3.3 Purchase order or delivery order number

9.3.4 Description of the goods or services provided

9.3.5 The Contractor’s name and remit to address

9.3.6 Any discounts or markups, if applicable.

10.0 Designation of Key Personnel

The City and the Contractor resolve to keep the same key personnel assigned to this engagement throughout its term. In the event that it becomes necessary for the Contractor to replace any key personnel, the replacement will be an individual having equivalent experience and competence in executing projects such as the one described herein.

Additionally, the Contractor shall promptly notify the City and obtain approval for the replacement. Such approval shall not be unreasonably withheld. The Contractor’s and City’s key personnel are identified as follows:

Name/ Title Phone Number Email Address City Contract Manager

Khabib Abdullaev

512-972-8532 Khabibulla.Abdullaev@austinenergy.com

City Contract Administrator, Procurement Specialist

Ahide Garcia 512-974-2803 Ahide.Garcia@austintexas.gov