RFQS_6100_CLMP390_SOS_v1.pdf

SCOPE OF SERVICES

Solicitation Identifier: CLMP390 Solicitation Name: 2026 Engineering Services and Staff Augmentation for Electric Service Delivery Rotation List

Revision Date 12/20/2021 SCOPE OF SERVICES Page 1 of 15

SERVICES FOR:

CITY OF AUSTIN, AUSTIN ENERGY, THROUGH AUSTIN FINANCIAL SERVICES (AFS), CAPITAL

PROCUREMENT DIVISION

SERVICES TITLE:

2026 Engineering Services and Staff Augmentation for Electric Service Delivery Rotation List

OBJECTIVES OF THE ROTATION LIST:

Principally provide engineering services and staff augmentation, and to a lesser degree, associated services, for Austin Energy’s Transmission, Substation, Distribution, Planning, Project Management, Operations, Public Involvement and Real Estate, and Network Engineering Groups.

Other related services (e.g., agency permitting, surveying, right of way acquisition support) will be provided through this rotation list.

BACKGROUND:

Austin Energy currently maintains a master agreement with two (2) firms to provide staff augmentation and specialized engineering services in support of Austin Energy’s Electric System Engineering and Technical Services Division. The selected firms deliver staff augmentation, turnkey engineering solutions, and technical consultation across Austin Energy’s Transmission, Substation, Distribution, Planning, and Network Engineering groups, including critical support services such as permitting, surveying, and right-of-way acquisition. The current maximum authorization amount for these agreements is $70,875,000, divided between the two firms. It is anticipated that the contracting authority for the existing rotation list will be exhausted soon.

Therefore, a concurrent request for Council action is underway to increase the amount by $15,000,000, for a revised total contract amount not to exceed $85,875,000. This increase will maintain continuity of engineering services by allowing Austin Energy to retain current consultants for ongoing long-term, multi-phase system upgrade projects, ensuring consistent support and avoiding project disruptions.

CONTRACT ESTIMATE:

The City anticipates selecting up to five firms with an estimated total maximum contracting authorization amount of $105,000,000.

Revision Date 12/20/2021 SCOPE OF SERVICES Page 2 of 15

The City anticipates developing and executing a professional services agreement with each selected firm.

If a firm ceases practice during the contract period, or should the City elect to terminate its agreement with one of the selected firms, the remaining authorization will be distributed to one or more of the remaining firms.

Prime firm’s compensation for a subproject (project) assignment will vary based on the scope of services requested. The City will negotiate with the prime firm for a fair and reasonable fee. If a satisfactory contract cannot be negotiated, the City reserves the right to formally end negotiations and negotiate with the next firm in rotation.

PROPOSED PROCUREMENT SCHEDULE

RFQ Issuance: January 21, 2026 Pre-Response Meeting: January 28, 2026 Submittal Due: February 19, 2026 Anticipated Council: May 7, 2026 Contract Execution: June 2026

ANTICIPATED SERVICES:

A. Transmission Design

1. On-site staff augmentation (at AE offices) engineering, technical, and drafting personnel primarily at Kramer Lane service center, as needed. Work may be performed at remote work sites as directed by the Austin Energy engineering supervisor and in accordance with Austin Energy Telework Guidelines and Safety Protocols in effect at the time.

2. Use PLS-CADD to perform design and modification of new and existing transmission lines and provide an "ISSUE FOR CONSTRUCTION" drawing package which includes plan and profiles, sag charts, hardware and structure details, materials lists, foundation designs and all related design calculations.

3. Assist in the procurement of necessary materials, by providing needed material lists, and preparing pole procurement drawings and documentation for submission to AE’s contract vendors.

4. As-built existing lines utilizing existing information AE has and, performing field reconnaissance to obtain necessary additional information.

5. Perform design of underground transmission lines.

6. Analyze existing lattice towers and their foundations for existing and/or increased loading.

7. Design grounding systems for transmission and distribution line structures to achieve specified maximum ohm values to remote earth.

8. Perform studies and design solutions to resolve and address lightning issues within the AE system.

9. Obtain necessary permits to construct a transmission line (e.g., railroad crossings, Texas

Revision Date 12/20/2021 SCOPE OF SERVICES Page 3 of 15

Department of Transportation (TxDOT), City (e.g., general permit, engineered traffic control plans for Right of Way (ROW) Management approval, Federal Aviation Administration (FAA), environmental, counties, etc.).

10. Assist AE in regulatory compliance by aiding in the preparation of routing studies, estimates, public outreach, etc. as necessary for the filing of an amendment to our Certificate of Convenience and Necessity (CCN) for new transmission facilities outside of Austin City Limits. Provide expert witness testimony and other documentation as required for the CCN filing and subsequent hearings. Provide support for compliance with other regulatory requirements, such as House Bill 4150.

11. Prepare cost estimates for proposed transmission projects/alternatives.

12. Determine required easements for proposed/existing facilities.

13. Provide engineering support of construction activities for projects in which design services where provided, including potential site visits pre, during, and post construction.

14. Review and develop design standards.

15. Attend and participate in project meetings. Remote access for most meetings can be provided as necessary.

16. Perform quality control reviews of AE designed projects, as requested.

17. Prepare project manuals for solicitation/bidding of various services not already on contract at the City. For example, certain construction services, or design/build services.

18. Other transmission engineering and design services as assigned.

B. Substation Design

1. On-site staff augmentation (at AE offices) engineering, technical, and drafting personnel primarily at Kramer Lane service center, as needed.

2. Perform design and modification of new and existing substations to include material lists, foundation, drainage, and containment designs, and all related design calculations.

3. Must be able to design stations utilizing open air, enclosed switchgear and gas insulated switchgear (GIS) substation equipment.

4. Design substation feeder get-a-ways.

5. Obtain necessary permits to perform construction for a substation (e.g., Texas Commission on Environmental Quality (TCEQ), City of Austin Site Development or Building, environmental, counties, etc.)

6. Review and develop design standards.

7. Design substation grounding systems to achieve touch and step voltages anywhere within the substation proper and to the substation perimeter fence that are less than or equal to the IEEE Std. 80 (latest revision) "IEEE Guide for Safety in AC Substation Grounding" recommended values. All grounding system designs shall be accomplished using the Current Distribution, Electromagnetic interference, Grounding and Soil (CDEGS) structure analysis software package developed and marketed by Safe Engineering Services & technologies, ltd. (SES), Montreal, Quebec, Canada. SES can be reached at 1-800-668-3737.

8. Design substations in 3D utilizing SBS – Substation Design Suite with AutoCAD Inventor.

9. Prepare project manuals for solicitation/bidding of various services not already on contract at the city. For example, certain construction services, or design/build services.

Revision Date 12/20/2021 SCOPE OF SERVICES Page 4 of 15

10. Perform studies and design solutions to resolve and address lightning issues within the AE system.

11. Evaluate grounding systems of existing transmission, distribution, and network systems and facilities to assess their performance based on the IEEE Std. 80 (latest revision) or other criteria as set forth by AE. Perform ground system resistance tests using the Fall-of-Potential (FOP) method in accordance with IEEE Std. 81 (latest revision), "IEEE Guide for Measuring Earth Resistivity, Ground Impedance, and Earth Surface Potentials of a Ground System" for use in the analysis and modification of existing grounding systems with no external or interconnecting grounds. However, for large or interconnected grounding systems, in low resistivity earth (< 750hm-m), and for grounding systems that have numerous extended grounding conductors (distribution neutrals, OHGWs, etc.), the ground system impedance test shall be conducted in accordance with IEEE Std. 81.2 (latest revision), "IEEE Guide for Measurement of Impedance and Safety Characteristics of Large, Extended or Interconnected Grounding Systems."

12. Other substation engineering and design services as assigned.

C. Relay Design

1. On-site staff augmentation (at AE offices) engineering, technical, and drafting personnel primarily at Kramer Lane service center, as needed.

2. Perform engineering and design of existing and new protective relay and control systems for AE’s transmission, substation and distribution system, utilizing AE and industry standards, as applicable.

• Provide in-the-field construction support to technicians of relay design projects.

• Generate as-built drawings of relay design projects.

3. Generate work instruction, trip check procedures, check-out guidelines and other procedural documentation for protective relay and control projects, utilizing AE and industry standards, as applicable.

4. Review and develop design standards.

5. Specify material required for designs.

6. Extensive knowledge of electro-mechanical and microprocessor relays is required.

7. Travel to and perform all necessary field operations necessary for accurate and comprehensive designs, including onsite meetings.

8. Minimum 5 years’ experience with relay drafting and design is required.

9. Follow AE-approved safety procedures at all times, including the provision and wearing of appropriate personal protective equipment.

D. Protection Engineering

1. On-site staff augmentation (at AE offices) engineering, technical, and drafting personnel primarily at Kramer Lane service center or the System Control service center, as needed.

2. Provide input to relay design engineering and review relay design drawing packages.

3. Perform short circuit and relay coordination studies following AE standards and practices.

4. Provide relay settings for new and existing transmission, substation and distribution projects.

5. Provide engineering design input to ensure protection engineering meets SCADA/EMS system requirements including development of point's list and relay configuration when

Revision Date 12/20/2021 SCOPE OF SERVICES Page 5 of 15 applicable.

6. Provide analysis of system protection operations and develop mitigation plans, as necessary.

7. Provide engineering field support for construction support of new equipment and protection schemes.

8. Extensive knowledge of ASPEN OneLiner, Microsoft® Office Products, Visio, and SEL software required.

9. Extensive knowledge of electromechanical and microprocessor relays is required.

10. Extensive knowledge of NERC and ERCOT regulatory requirements is required.

11. Follow AE-approved safety procedures at all times, including the provision and wearing of appropriate personal protective equipment.

E. Planning Analysis

1. On-site staff augmentation (at AE offices) engineering, technical, and drafting personnel primarily at System Control service center, as needed.

2. Perform equipment outage analysis to determine continuous load requirements for all equipment.

3. Develop electrical loading criteria for all equipment during overload conditions. Develop a thermal loading model for transformers based on the Institute of Electrical and Electronics Engineers (IEEE) transformer loading guide.

4. Perform conductor selection analysis.

5. Perform AE system performance studies and associated analysis, including electric and magnetic field (EMF) effects, audible noise, radio and television interference; line resistance, reactance and losses; lightning effects; transient and switching surge effects; and grounding.

6. Perform distribution, network, and transmission expansion and contingency planning using industry standard tools. Experience in using Siemens’ PSS®E transmission analysis package, PSCAD, and ABB's Foresite load-forecasting package is highly desirable.

7. Perform steady state load flow, stability analysis, short circuit, and EMT analyses.

8. Use industry accepted techniques to analyze system load forecasts to determine proper load allocation. Prepare local area forecast for Distribution and Network Planning Studies.

F. Distribution Design and Standards

1. On-site staff augmentation (at AE offices) engineering, technical, and drafting personnel primarily at Kramer Lane and St. Elmo service centers, as needed.

2. Design, review, and approve overhead distribution feeders and service requests.

3. Design, review, and approve lighting for roadways and security.

4. Determine and design appropriate lighting levels for all illumination requirements at AE.

5. Design, review, and approved underground distribution feeders, downtown network feeders, and device requests.

6. Perform pole loading analysis using O-Calc software.

7. Provide professional-engineer-approved traffic control plans.

8. Perform engineering calculations and analysis to develop construction standards.

9. Design grounding systems for transmission and distribution line structures to achieves specified maximum ohm values to remote earth.

Revision Date 12/20/2021 SCOPE OF SERVICES Page 6 of 15

10. Evaluate grounding systems of existing transmission, distribution, and network systems and facilities to assess their performance based on the IEEE Std. 80 (latest revision) or other criteria as set forth by AE. Perform ground system resistance tests using the Fall-of-Potential (FOP) method in accordance with IEEE Std. 81 (latest revision), "IEEE Guide for Measuring Earth Resistivity, Ground Impedance, and Earth Surface Potentials of a Ground System" for use in the analysis and modification of existing grounding systems with no external or interconnecting grounds. However, for large or interconnected grounding systems, in low resistivity earth (< 750hm-m), and for grounding systems that have numerous extended grounding conductors (distribution neutrals, OHGWs, etc.), the ground system impedance test shall be conducted in accordance with IEEE Std. 81.2 (latest revision), "IEEE Guide for Measurement of Impedance and Safety Characteristics of Large, Extended or Interconnected Grounding Systems."

11. Other distribution engineering and design services as assigned.

G. Equipment and Materials

1. On-site staff augmentation (at AE offices) engineering, technical, and drafting personnel primarily at Kramer Lane, as needed.

2. Analyze materials and equipment shop samples, catalog data, schedules, shop drawings, and shop and mill tests as required.

3. Perform and assist in the analysis of failed components and systems in use at AE.

4. Analyze and evaluate existing construction, hardware, and equipment standards to determine suitability for existing and planned loads as required. Review and analyze available engineering data, develop computerized load models, prepare graphics, report calculations and findings, and make recommendations to remedy existing or potential problems.

5. Perform in-service equipment tests and analysis per manufacturer-listed requirements.

H. Civil Engineering and other Related Engineering Services (Construction Materials Testing, Subsurface Utility Exploration and Geotechnical Engineering Services)

1. Conduct geotechnical engineering services and provide subsurface investigations for utilities, buildings, and other engineered structures. The following services will be provided:

• Investigate the site by drilling, logging, and sampling. The number and depth of the borings will be dependent on actual soil conditions encountered.

• Laboratory testing will be performed on selected samples and data obtained will be used to provide foundation recommendations including criteria for L-Pile/MFAD design.

• Provide Permitting and Environmental related civil engineering services:

• Develop erosion and sedimentation control plans to meet all ordinances and regulatory requirements.

• Develop water quality and drainage designs to meet any applicable local, state and federal requirements.

• Develop alternative schemes and provide final designs for landscaping and visual screening of electrical system facilities.

• Incorporate design elements determined applicable from the Sustainable Design Checklist for Municipal Buildings/Projects in compliance with Volume 1 of the City of

Revision Date 12/20/2021 SCOPE OF SERVICES Page 7 of 15

Austin Sustainable Building Guidelines.

I. Prepare storm water pollution prevention plans (SWPPP) per Environmental Protection Agency (EPA) requirements for sites over one acre of disturbance.

1. Prepare permit drawings for projects requiring Site Development, General Permit or Demolition permits through the City of Austin.

2. Prepare permits and associated drawings for projects required for other jurisdictions such as Texas Commission on Environmental Quality, counties (e.g., Travis County), etc.

3. Prepare studies required to supplement permit drawings.

4. Act as AE's agent in the approval of permits.

5. Provide Traffic Control Plan Preparation related civil engineering services.

6. Perform site evaluation via current aerials and on-sight reviews as needed to identify existing conditions (street width, lane configuration, posted speed, lines of sight).

7. Obtain specific information regarding the proposed construction (types of equipment requiring access or work area needed; associated phasing, etc.)

8. Prepare traffic control plans based on existing conditions and proposed construction.

9. Address City of Austin ROWMAN review comments, if required.

10. Conduct investigations, evaluations and testing of soils, aggregates, structural steel welding and erections, and asphaltic concrete and Portland cement concrete, as needed, for utilities, buildings, and other engineered structures. The following services will be provided for concrete testing, and will be similarly required for other testing services:

• On-Site concrete inspection including providing test cylinders for samples

• Test cylinder sample pickup

• Strip, number & break cylinders @ 7, 14 and 28 days

• Process compressive strength test results

• Engineering review, sign & seal reports

• Distribute reports

11. Provide all necessary subsurface utility designation and test hole location services of existing utilities that shall be necessary for the design of complete right of way and construction drawings on projects selected by the City of Austin (COA). The following “Quality” levels shall be available.

12. Quality Level D - Existing records from utilities are plotted from review of available records.

13. Quality Level C - Surface visible feature survey is combined with information from Quality Level D.

14. Quality Level B - Two-dimensional horizontal mapping. This information is obtained through the application and interpretation of surface geophysical methods. Utility indications are referenced to appropriate survey control.

15. Quality Level A - Three-dimensional mapping and other characterization data. This information is obtained through exposing utility facilities through Test Holes and measuring and recording (to appropriate survey control) utility/ environment data.

J. Land Surveying Services

The scope of work for a particular assignment will include surveying all aspects as needed for the

Revision Date 12/20/2021 SCOPE OF SERVICES Page 8 of 15 specific project requirements for the purposes of increasing AE’s capacity ensuring service for electric customers. The Scope of Services shall include, but not be limited to, the following and should be based on the acquisition of approximately 500 tracts:

• Field design surveys

• Topographic surveys

• Boundary surveys and analysis

• 2D Base Map or ROW Strip Maps

• Preparation of As-Built easement or right-of-way exhibits for the acquisition tracts showing all existing improvements, easements, and encumbrances of record that may affect or conflict with the intended easement use. Exhibits must be detailed appropriately to support compulsory appraisal methodologies and eminent domain litigation proceedings in the real property acquisition process.

• Surveyor may have to provide testimony in special commissioners’ hearings, mediation and/or trial litigation matters related to takings of private property.

• GPS monument placement (500-foot permanent markers)

• Horizontal Controls and Coordination with Engineering for Construction Design

K. Construction Staking

• Provide the City with electronic versions in AutoCAD format (version 2000 or later) of all final survey products associated with the project. All survey work is to be based on United States state plane coordinate system, TX Central Zone 4203, NAD83, with grid coordinates and NAVD88.

• Land Surveying personnel or consultant will be required to keep a cumulative detailed log on each property owner/parcel, thoroughly documenting all contacts with property owners, and notify Austin Energy Public Involvement within 24 hours of any conflicts.

• Land Surveying personnel or consultant will be required to show AE vehicle identification and always carry AE badges when approaching property owners or on private property.

• Land Surveying personnel or consultant will be required to treat property owners and citizens as an extension of City staff and provide excellent customer services and to be professional and courteous at all times.

• Land Surveying personnel or consultant will be required to report to and only accept direction from AE/PIRES Survey Supervisor or other individual identified in the notice to proceed as the single point of contact between the agent and the AE/PIRES Survey Supervisor or other individual identified in the notice to proceed as the single point of contact between the Land Surveying personnel or consultant and AE/PIRES. Services performed by the agent at the direction of others will not be compensated.

Revision Date 12/20/2021 SCOPE OF SERVICES Page 9 of 15

• Project status reports shall be provided to AE/PIRES monthly. These reports shall be a standalone document indicating the status of the project land survey requirements on a per parcel basis.

• All survey services will be performed under the direct supervision of a Registered Professional Land Surveyor (RPLS) licensed to practice in the State of Texas.

• The Land Surveying personnel or consultant shall complete the project and identify potential concerns in accordance with the procedures established in the minimum standards for

Professional Land Surveyor as adopted by the Texas Board of Professional Engineers and Land Surveying (TBPELS), which are contained in the Texas Administrative Code, Title 22 Examining Boards, Part 29 Texas Board of Professional Land surveying, Chapter 663 Standards of Responsibility and Rules of Conduct, Subchapter B Professional and Technical Standards.

• Any instrument carrying the seal and signature of a Registered Professional Land Surveyor must comply with the Professional Land Surveying Practices Act and Rules adopted by the TBPELS. In addition to field crew(s), the Land Surveying personnel or consultant will provide the services of an RPLS and/or survey technician to support the field crew, both to prepare materials prior to field work and to compile, analyze or map the information gathered by the field crew or to otherwise prepare the work of the field crew for delivery to AE/PIRES.

• AE/PIRES will provide the Land Surveyor with initial project schematics and preliminary title commitment for each tract being considered for the project.

• All boundary surveys shall contain certification to AE/PIRES as to the condition of title and schedule B as shown in the title commitment provided. AE/PIRES will be responsible for the following tasks:

• Provide the initial project schematics and preliminary title commitment or ownership and encumbrance runs for each tract considered under the project alignment;

• Providing information concerning the proposed project;

• Informing the consultant of any known AE design parameters or requirements; and

• Assist in the coordination of all activities of the project.

L. Right of Way Appraisal and Acquisition Services

• The scope of work for a particular assignment may include the development of compulsory appraisals of real property rights and values for the acquisition of easement or fee real property rights necessary for AE transmission and distribution systems improvements. The consultant may also perform general market analysis in support of route analysis and to assist in project budget development, as specified by AE, for new construction or for modifications to existing facilities requiring real property rights acquisitions. Criteria for market analysis, compulsory appraisals, and right of way acquisitions shall be done in accordance with all applicable ordinances, regulations, standards, codes, the Uniform Standards of Professional Appraisal

Revision Date 12/20/2021 SCOPE OF SERVICES Page 10 of 15

Practice Standards, Title III of the Uniform Relocation Assistance and Real Property Acquisitions Policies Act, Texas State Property Code, adhere to Texas State Senate Bill 18, and AE/PIRES policy and procedures for real estate activities and acquisitions. Services required for Appraisal to the following and should be based on the acquisition of approximately 500 tracts:

1. Obtain title/ownership information. In depth title reports and complete property history research will need to be furnished to AE/PIRES and updated in the event of eminent domain proceedings. A title policy will be required on each tract free of liens and encumbrances prior to closing.

2. Review easement and fee tract surveys and legal descriptions, property boundaries, and easement areas against the project plans and be able to communicate issues clearly and thoroughly to the property owners.

3. Provide a complete estimate of all acquisition costs and expenses within 30 days of the notice to proceed. AE/PIRES must approve the estimate in writing prior to any offers being made to the property owners.

4. Provide a full title search with a 60-year deed and encumbrance report for each parcel.

Updates will be prepared by the agent or consultant for all parcels and updated immediately before closings and/or eminent domain hearings. Subject to title curative matters being resolved; a Title Policy shall be delivered to Austin Energy upon closing.

5. Provide all appraisal activities, reviews, updates, and consulting services for compulsory acquisitions based on the highest industry standards. All valuation activities shall be done in accordance with the Title III of the Uniform Relocation Assistance and Real Property Acquisitions Policies Act, Texas State Property Code, and shall be performed by a licensed appraiser. Appraisal updates may be necessary for final offers and/or eminent domain proceedings and will be completed upon written approval of AE/PIRES. The property owners will be given the opportunity to accompany the appraiser on any site visits and shall be given a copy of the appraisal upon the AE/PIRES written approval of same. Draft appraisals are required to be approved by AE/PIRES prior to final appraisals being produced and given to the property owners. Appraisers may be required to testify for depositions, special commissioners’ hearings, and/or mediation and trial. Appraisers must be fully experienced in eminent domain and associated litigation matters.

6. Relocation - No federal funds are being used for the completion of these projects.

7. Complete acquisition documents including but not limited to Easement Purchase Agreement, Real Estate Contract, Easements, Memorandum of Understanding, and any other communication or documentation required to memorialize each acquisition transaction.

AE/PIRES shall provide a set of standard documents to be used for these projects. Any deviation from the standard documents shall only be done with prior written approval of AE/PIRES.

8. Conduct good faith negotiations with each property owner, including initial property owner contact, explanation and delivery of the Texas Landowners Bill of Rights, appraisal and title review, initial offers, consultations with City staff, final offers, and eminent domain expert witness testimony if necessary.

9. Submit all “special provisions” requested during negotiations by the property owner(s) to the Real Estate Project Manager for AE written approval prior to presenting to property owner(s) for signature and agreement.

Revision Date 12/20/2021 SCOPE OF SERVICES Page 11 of 15

10. Submit all “counter or administrative settlement” offers to the Real Estate Project Manager for AE approval prior to presenting to property owner(s) for signature and agreement.

11. Coordinate with Real Estate Project Manager for Electric Utility Commission and City Council approvals, when necessary.

12. Coordinate and be responsible for all closing activities including, but are not limited to:

determination of pro-rated taxes, and unpaid assessments; prepare mortgage and lien releases;

secure these releases on encumbered property from the property owners or the mortgage/lien holders; conduct closings; assist the property owner in the execution of required instruments and forms; secure the necessary approvals from AE/PIRES Manager on the settlement statements and wire transfer requests; recordation of the instruments and releases with the county recorder’s office; Deposit the pro-rated taxes with the required county office and obtain a receipt for fee transactions; pay owner and secure receipt upon property owners’ compliance with all requirements to finalize each transaction. Funding requests necessary for closing each transaction will be coordinated with Real Estate Project Manager 90 business days in advance of closings to allow for Electric Utility Commission (EUC) and City Council approvals, when necessary, closing documents to be approved and wire transfers to be processed.

13. Agent or consultant will be required to keep a cumulative detailed negotiator’s log on each property owner/parcel. Thoroughly document all contacts with property owners. After completion of the closing process the agent or consultant will prepare an original and one electronic copy of the closing packet for each easement or fee parcel and deliver it to AE/PIRES.

This packet will contain, as applicable, the following items: All correspondence relative to the closing of the parcel including, but not limited to: a copy of the recorded instruments and releases, a copy of the signed closing and settlement statement; receipt for taxes/assessments;

the Affidavit by Seller; a title update or copy of the original title with original certification that no changes have occurred in the property title dated immediately before the closing; and any other pertinent closing documentation.

14. Report to and only accept direction from AE/PIRES Manager or another individual identified in the notice to proceed as the single point of contact between the agent and the AE/PIRES Manager or other individual identified in the notice to proceed as the single point of contact between the agent or consultant and AE/PIRES. Services performed by the agent at the direction of others will not be compensated.

15. Upon issuance of a notice to proceed, a project mobilization meeting will be held to introduce the project team and clarify any questions relating to the project scope of services.

The project mobilization meeting will outline contact persons and communication protocol. At this meeting, all issues related to the specific job and its division of responsibilities will be resolved. The agent or consultant will be required to meet monthly or more as needed with AE/PIRES or other City staff as may be required to discuss progress and issues on the services being performed.

16. A project timeline will be submitted by the agent or consultant with their initial proposal. It will indicate the critical path of the project acquisitions. A final (refined) project timeline will be required at the project mobilization meeting.

17. Project status reports shall be provided to AE/PIRES monthly. These reports shall be a standalone document indicating the current acquisition status of the project on a per parcel basis.

Revision Date 12/20/2021 SCOPE OF SERVICES Page 12 of 15

18. Upon completion of the acquisitions a special provisions report shall be submitted to AE/PIRES outlining any special circumstances or provisions that were agreed to on a per parcel basis. All work will be done in accordance with City of Austin and AE standards.

Phase A: Preliminary Phase

Scope definition and clarification Construction market analysis Needs assessment Provide/perform existing conditions documents (furniture, fixtures and equipment (FF&E)

Feasibility / alternatives study Facility inventories (real property) Space adjacency analyses Cost estimates

Preliminary Schedule Develop project budget Preliminary reports (including preliminary engineering) Meeting Minutes

Phase B: Design Phase

Cost estimating Schematic design Design development Construction documents development Obtain permits (Site & Building) Preparation of bid documents Meeting Minutes

Phase C: Bid/Proposal Phase

Attend pre-bid/proposal conferences Develop addenda and clarifications Assist with review of bids/proposals Meeting Minutes

Phase D: Construction Phase

Attend construction progress meetings Review and approve contractor schedule Respond to RFIs (Requests for Information) Submitting Architectural Supplemental Instructions (ASIs) Review contractors’ pay applications

Revision Date 12/20/2021 SCOPE OF SERVICES Page 13 of 15

Review changes in the work (field orders, change orders (CO), and change directives) Review submittals/shop drawings and maintain the log/register of submittals Review/prepare punch list Assist in determination of substantial completion and final completion Conduct final walk through Meeting Minutes

Phase E: Post-Construction Phase

Prepare record as-built plans Review and approve contractor as-built documents Review and approve contractors’ Operations and Maintenance manuals Attend close-out walk-through Review and approve close out documents Review and approve warranty items Meeting Minutes

MAJOR AND OTHER SCOPES OF WORK:

Below is a list of the major scopes of work that the City has identified for this project. *There must be representation for all major scopes of work listed in the prime’s statement of qualifications. The experience of the firms listed to perform the Major Scopes of Work, whether a subconsultant or prime firm, will be evaluated under Consideration Item 6 – Major Scopes of Work – Comparable Project Experience.

In addition, the City has identified Other Scopes of work that MAY materialize during the course of the project. The City does not guarantee that the scopes listed under Other Scopes of work will materialize on this contract. If the prime consultant intends to enter a sub consulting agreement on a scope of work not listed below, the prime consultant is required to contact Austin Small and Minority Business Resources (ASMBR) and request an updated availability list of certified firms in each of the scopes of work for which the prime consultant intends to utilize a subconsultant.

*Major Scopes of Work

Power Generation, Transmission, Distribution – Engineering Electrical Engineering Civil Engineering

Other Scopes of Work

Structural Engineering Geotechnical Drilling and Boring Services Surveying Services (Not Aerial or Research) Right of Way Services (Including Title and Appraisal)

Revision Date 12/20/2021 SCOPE OF SERVICES Page 14 of 15

Permitting (Environmental) Utility Locator Services Appraisal Consulting Geotechnical – Soils Traffic and Transportation Engineering Surveying Services (Global Positioning System)

PERFORMANCE EXPECTATIONS

It is the goal of the City of Austin to decrease project timeframes with zero impact on the quality of work being performed. The selected consultants will be expected to:

Reduce performance periods via efficient scheduling, Provide cost accountability, Provide quality control, Adherence to the timelines and provisions contained in the contract’s standard terms and conditions, and perform construction document management.

CONTRACTING AND ASSIGNMENT PROCESS

Once a firm is selected to participate on a Rotation List and after Austin City Council approves – all selected firms will be invited to the Pre-Negotiation Meeting to begin execution of their Professional Services Agreement (PSA).

After a firm’s PSA is executed, the firms will be placed in rotation for an assignment.

The AFS Capital Procurement Rotation List Manager receives the assignment request from the City of Austin Project Manager and issues an assignment letter to the consultant. The consultant will have the opportunity to accept or reject the assignment.

After assignment acceptance, the consultant works with the Project Manager and provides a fee proposal for the assignment. After the Project Manager accepts the fee proposal, the Notice to Proceed (NTP) is issued to the consultant.

The order of assignments on the FIRST pass will be ranked as shown in the order of the evaluation matrix. There may be exceptions to this based on the City’s needs to expedite assignments and/or delays in PSA execution.

The SECOND and subsequent passes will be sorted and ranked in order of each consultant’s highest remaining authority – that being – the firm with highest remaining authority will be receiving the first assignment for that pass.

Towards the end of a rotation list AFS Capital Procurement may make assignments out of the usual methodology in the best interest of the City by reallocating a firm’s remaining authority.

Revision Date 12/20/2021 SCOPE OF SERVICES Page 15 of 15

No work shall be authorized prior to receipt of a formal, written NTP. City of Austin Project Managers do not have the authority to authorize additional or subsequent phase work prior to the formal, written NTP. Consultants who choose on their own to perform work ahead of the NTP and/or outside of their scope and budget are doing so solely at their own risk.

The City may, however, select a firm that is felt to be the most qualified for a specific project or most able to meet a project’s schedule objectives. Project-specific schedules will be agreed upon at the time professional services are defined.

Notes:

Construction Inspection and Public Information and Communications are NOT subconsultant opportunities. These services will be performed in-house or under a separate contract, if needed, and will be determined when project assignment is made.

Participation at the prime or subconsultant level may create a conflict of interest and thus necessitate exclusion from future contracting opportunities with the City.

If the City determines that a conflict of interest exists at the prime or subconsultant level, the

City reserves the right to replace/remove the prime or instruct the prime consultant to remove the subconsultant with the conflict of interest and to instruct the prime consultant to seek a post-award change to the prime consultant’s compliance plan as described in City Code § 2-9B-23. Such substitutions will be dealt with on a case-by-case basis and will be considered for approval by ASMBR in the usual course of business. The City’s decision to remove a prime or subconsultant because of a conflict of interest shall be final.

A consultant performance evaluation will be performed on all professional services contracts.

This evaluation will be conducted at the end of each Design and Construction phase, or at assignment completion for those projects with no distinct phases (i.e., surveying, SUE services, etc.).