Item Coversheet
City of Independence
AGENDA ITEM COVER SHEET
Approved

Agenda Title:

Council action is requested to award a contract to Toth & Associates for Substation K Engineering Services for the Power & Light Department.
Recommendations:

Council action to approve issuance of a contract.
Background:

Substation K is located at 18800 East 37th Terrace, Independence, Missouri 64051. It is a 69/13 kV distribution substation built in 1974. It services power to surrounding commercial and residential customers with two (2) 30 MVA transformers, via eight (8) distribution feeders. Significant high profile customers include Independence Center and the Medical Center complex (CenterPoint). The rebuild of this substation has been in the capital budget as project 7020 1706 5406 1714 since 2017-2018 and additional expenditures have been proposed for the 2019-2021 Capital Budget. The rebuild is warranted due to the age and condition of the switchgear, transformers and control house.

IPL staff could have selected a vendor from the City’s pre-qualified Architectural & Engineering (A/E) firm list and negotiated a contract. This process would have met the City and State of Missouri requirements for selecting an A/E firm. However, due to the cost, complexity and importance of this project, IPL staff collaborated with the Procurement Manager to develop an advanced, two-step procurement plan. IPL staff selected the following eight firms from the City’s pre-qualified A/E list:

1. Black & Veatch
2. Burns & McDonnell
3. A2V Partners
4. Kiewit
5. Algier Martin & Associates
6. Olsson & Associates
7. Toth & Associates
8. Power Engineers

A Request for Proposals (RFP) was issued to the eight firms on January 12, 2018 in order to secure the most qualified firm with the best-proposed plan for the Substation K project. Proposals were received from Black & Veatch, Burns & McDonnell, A2V Partners, Kiewit, Olsson & Associates, Toth & Associates and Power Engineers when the RFP closed on February 12, 2019.

An evaluation committee, composed of Engineering, T&D Operations, Distribution Planning and Administration, evaluated the seven proposals in accordance with the following evaluation criteria established in the RFP:

1. Experience and Reliability of Firm 20%
2. Experience and Qualifications of Project Team 30%
3. Responses to Scope of Services 20%
4. Price 20%
5. Substantial Compliance 10%

As noted above, experience of the firm and project team make up 50% of the total score. This scoring, therefore, demonstrates the emphasis on quality of service and ensures an experienced project team.

Each member of the committee performed an independent evaluation of the proposals and the scores were averaged to demonstrate the overall ranking of the firms. The highest ranked firm was Toth & Associates with a score of 83.9 out of 100. As a result, the committee recommends awarding the contract for Substation K Engineering Services to Toth & Associates for an amount not-to-exceed $588,000. The engineer’s estimate for this project is $600,000. The final evaluation summary is attached. The contract has been reviewed and approved by Procurement Manager. Additional information is available upon request.

Approval of this item authorizes the Procurement Manager to issue change orders up to 10% of the authorized amount, providing that funds are available.



Fiscal Impact:

The rebuild of this substation has been in the capital budget as project 7020 1706 5406 1714 since 2017-2018 and additional expenditures have been proposed for the 2019-2021 Capital Budget.



Department:          Power & LightContact Person:          Brenda Hampton


REVIEWERS:
DepartmentAction
Purchasing Division (Finance Department)Approved
Power and Light DepartmentApproved
Finance DepartmentApproved
Law DepartmentApproved
City Managers OfficeApproved
City Clerk DepartmentApproved

Council Action:          Council Action:          Accepted

ATTACHMENTS:
DescriptionType
MapBackup Material
Evaluation ReportBackup Material