Item Coversheet
City of Independence
AGENDA ITEM COVER SHEET
Remanded Back to Staff

Agenda Title:

Council action to issue a purchase order to the Wilson Group Inc., in the amount of $565,769.00, for construction services related to the Power & Light Primary Operations Center Control Room Code Compliance Upgrade Project.
Recommendations:

Council approval to issue a purchase order.
Background:

The Power & Light Service Center is located at 21500 E. Truman Rd. (west of the intersection of Truman Rd and Missouri Highway 78). The primary operations control center occupies a portion of the lower level of this building and was last updated in 1995. The existing space to be updated is approximately 3,000 sq. ft. The existing control room contains outdated technology, lighting/electrical systems and is inadequate in size/design to meet the current and future needs of the department. The current facility is not ADA compliant and does not provide adequate space to support operations during outages and other emerging system conditions. In addition, the existing control room does not contain workspace to accommodate the Production Generation Operators once the Blue Valley Power Plant is retired.

In May of 2018, Mauell Corporation provided detailed design drawings for the Control Room Upgrade project. Mauell is a recognized industry leader that specializes in electric utility operations control room planning and design. This design included all of the necessary upgrades required for expansion and code compliance. At that time, the design also included many technology upgrades including video wall display components. Based on this design, the proposed budget for this project was set at $1.1 million dollars.

On June 5, 2018, a Request for Proposal for material and construction services was issued. Bids were scheduled to open on June 28, 2018. Prior to the bid opening, the City Manager approved the final 2018/2019 Capital Improvement Budget and the funding request associated with this project did not receive the complete allocation necessary for the planned scope of work. Staff allowed the bid responses to be submitted in order to confirm the proposed estimate. Five proposals were received and four were considered responsive to the requirements of the RFP. Based on the core work to be provided by the prime contractor, The Wilson Group provided the lowest bid for the proposed scope of services. All of the proposals received were within 10% of the original budget estimate.

This project was revisited again during the fiscal year 2019/2020 Capital Project planning process. City Council approved a reduced amount of funding for this project as part of Budget Amendment Number 12. Based on this Amendment, the total budget for this project was reduced to $682,733.

After final approval of the 2019/2020 Capital Budget, staff worked closely with the design team at Mauell to value-engineer the design that included the elimination of the video wall, conference room technology, and server room additions. The new design includes provisions to add this technology later pending future funding approvals. Based on the results of the previous 2018 bid and the positive working relationship that the City has developed with the Wilson Group, staff negotiated a price for the reduced scope of work under the City’s procurement rules regarding cooperative contracts.

The Wilson Group provided reduced pricing based on the previously provided RFP specifications. In addition to providing the necessary changes needed for ADA compliance, the proposed pricing offered by the Wilson Group includes the following items:

• Updated Energy Efficient Normal and Emergency Lighting
• Updated Electrical and Mechanical Systems (Electrical circuits and HVAC)
• Expanded Computer Server Room to accommodate Power Production Equipment and future server capacity needs
• Dedicated Sit/Stand Operator Consoles for System Operators, Trouble Dispatchers, and Production Generation Operators along with additional space for the Support Staff and Relief Personnel during system events.
• Sound damping features to control noise levels during emergency operating conditions
• Updated technology to improve operator efficiencies
• Adjacent Conference Room addition to accommodate training and act as primary operations coordination center during major outages or other system events.

Per section 8.06.004, Paragraph 4 of the City Code states competitive bidding is not required when purchases are made through a cooperative contract established by a government purchasing entity or cooperative. The cooperative agreements used will have been established pursuant to RSMo. 70.220 or generally accepted governmental purchasing practices through the competitive bidding process. The purchase order, if approved, will be issued against the National Joint Powers Alliance (NJPA) Contract No. MO02C-071117-TWG (attached).

 

Staff believes the costs associated with this agreement are reasonable and customary based on past project costs and recommends approval of the proposed purchase order. Approval of this project authorizes change orders up to ten (10) percent of the approved total, providing that funds are available.




Fiscal Impact:

Req. No: 20201449
Amount: $565,769.00
IPL Fund: 00020
Capital Project Number: 70201605 5406




Department:          Power & LightContact Person:          Mark Randall


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

Council Action:          Council Action:         

ATTACHMENTS:
DescriptionType
Wilson Group ProposalBackup Material
Wilson Group Project DrawingsBackup Material
Wilson Group/NJPA Contract MO02C-071117-TWGBackup Material
Wilson Group NJPA Contract RenewalBackup Material
Wilson Group NJPA Name ChangeBackup Material