Capacitor Banks and Associated Parts

CITY OF AUSTIN
SCOPE OF WORK
CAPACITOR BANKS AND ASSOCIATED PARTS
SOLICITATION NO. IFB 1100 AGM1007
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.
Scope of Work

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
Scope of Work

St. Elmo Warehouse and Yard Hours: 7:00 am to 3:00 pm
4411 Meinardus Drive, Building W
Austin, TX 78744
Austin Energy Monday through Friday
Cameron Warehouse and Yard Hours: 7:00 am to 3:00 pm
14910 Cameron Rd
Pflugerville, TX 78660
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.
Scope of Work

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 Khabib 512-972-8532 Khabibulla.Abdullaev@austinenergy.com
Manager Abdullaev
City Contract Ahide Garcia 512-974-2803 Ahide.Garcia@austintexas.gov
Administrator,
Procurement
Specialist
Scope of Work