Title
The Board of Water Commissioners for the City of Detroit, Water and Sewerage Department authorizes the Director to approve DWSD Contract 6003373, a piggyback of CoD Contract 6003182, for as-needed electrical services for a term of 21 months, with Power Lighting & Technical Services with a total contract amount non-to-exceed $1,340,000. This also authorizes the Director to take such other action as may be necessary to accomplish the intent of this vote.
Body
Agenda of March 17, 2021
Item No. 21-0422
Contractor: Power Lighting & Technical Services (DBB & DRB)
Contractor Address: 10824 West Chicago, Suite 200, Detroit, MI 48204
CoD Contract No. 6003182
DWSD Contract No. 6003373
DWSD Amount: $1,340,000
Contract Term: 3/22/2021 - 1/18/2023 (21 months)
TO: The Honorable
Board of Water Commissioners
City of Detroit, Michigan
FROM: Gary Brown, Director
Detroit Water and Sewerage Department
RE: Proposed Contract 6003373 for as-needed electrical services for DWSD Field Services and Information Technology and an Electrical Capital Project for DWSD Facility Operations from Power Lighting & Technical Services (piggyback on CoD Contract 6003182)
MOTION
Upon recommendation of Mamata Burgi, Procurement Manager, the Board of Water Commissioners for the City of Detroit, Water and Sewerage Department authorizes the Director to approve DWSD Contract 6003373 to piggyback CoD Contract 6003182, for as-needed electrical services for a term of 21 months, with Power Lighting & Technical Services with a total contract amount non-to-exceed $1,340,000. This also authorizes the Director to take such other action as may be necessary to accomplish the intent of this vote.
BACKGROUND / JUSTIFICATION
This proposed contract is to request to piggyback the City of Detroit Contract #6003182 for as-needed electrical services to be utilized by DWSD Field Services, IT and Facilities departments.
DWSD Field Services
Field Services is responsible for keeping the Automated Meter Reading (AMR) system in reliable, working order. In order to maintain the equipment, routine maintenance repair services must be conducted and emergency services are occasionally required. The Field Services Department requires support services for as-needed electrical work to be performed as routine maintenance as well as for emergency services across the DWSD’s AMR system. These services include:
• 110 volt wiring, cell collector unit antenna mounting and wiring connections
• Instrument re-wiring
• Other as-needed electrical services.
In addition, this contract allows DWSD to maintain full functionality of the installed AMR system and prevent interruptions to the meter reading cycles. Interruptions would necessitate field support staff to manually read the meters. Interruptions, delays and inaccurate readings, lead to estimated bills and increase the likelihood of consumption billing adjustments. This contract for as-needed electrical services is necessary to ensure the consumption readings are relayed accurately and the equipment is in full working order.
DWSD Information Technology (IT)
IT requires an as-needed electrical services contract to continue upgrading its infrastructure and handle any other as-needed electrical work necessary to transition and continuously improve DWSD’s IT infrastructure as well as services related to the separation of IT infrastructure from GLWA and to handle the day-to-day needs of DWSD.
The work under this contract includes, but is not limited to furnishing and installing low voltage wiring systems below 600V. These systems may include 110V or 240V wiring, telephone wiring and cable, data connections, antenna mounts and connections, instrument wiring, network wiring, speaker systems, paging systems, and code-call systems at DWSD facilities. DWSD will issue task orders on an as-needed, indefinite quantity, unit price basis, to perform the work at DWSD owned, maintained and operated facilities.
DWSD Facilities:
Facilities is seeking an additional electrical services for a Capital Improvement Project to upgrade the lighting to LED. This request is separate from the Facilities inclusion on the City-wide contract managed by the City of Detroit (CoD) for as-needed electrical services. The Capital Electrical Lighting improvements project tasks include the installation of new LED lighting on the exterior of DWSD facilities, the interior replacement of HID lighting with LED lighting, install exterior colored LED lighting to the top of MOB, repair emergency exit signage, upgrades to panel boards and any as-needed capital electrical repairs.
Facilities is seeking electrical services to replace high intensity discharge (HID) lighting with Light Emitting Diode (LED) lighting. HIDs have a much shorter lifespan than LEDs that create repetitive maintenance and replacement costs both in parts and labor. Other disadvantages to HIDs are hazardous waste (mercury); longer warm-up times and they produce an audible hum or buzz. LEDs offer a longer lifespan, instant lighting; can operate in cold conditions; do not emit sound, heat or UV. Additionally, Facilities Management, as part of the CIP project, also intends to use this contract to install photocells which sense ambient light levels, photocells automatically adjust to seasonal changes in the day/night cycle. They have a long lifespan, are a renewable energy source and do not create pollution. This will help control lighting in the Auto Garage and multiple CSF Yards & West Yard. These sensors improve the security and safety by automatically turning on lights and turning themselves off when extra light is unnecessary, which provides a cost savings to DWSD. Although DWSD Facilities was included in this City of Detroit Contract, funds were not included for this project.
This capital improvement project is necessary for the safety and welfare of the staff as well as the benefit of creating an energy efficient work environment. These improvements will help the organization avoid and/or minimize MIOSHA citations and staff safety concerns.
PROCUREMENT METHOD
DWSD Field Services, Information Technology and Facility Operations is requesting to piggyback on existing City of Detroit Contract 6003182. The City of Detroit (CoD) advertised a Request for Quotes (RFQ) #18792 via the Advanced Procurement Oracle Module for a period of 12 calendar days, which was viewed by 5 vendors.
Two bids were received. Power Lighting was recommended, based on their certification as a Detroit Headquartered, Resident and Small Business and was eligible for 8% equalization. The second bid was received from Bayview Electric and was eligible for 2% equalization as a Detroit Based Business.
The award to the lowest equalized bidder, Power Lighting, which was approved by City Council on February 09, 2021. The contact will expire on January 18, 2023.
This proposed piggyback contract was initiated through DWSD Requisitions 477899, 484880 and 486697. The estimated split between departments over the 2 year term is as follows:
• $250,000 for DWSD Facility Operations
• $390,000 for DWSD Field Services
• $700,000 for DWSD Information Technology
DWSD Procurement has confirmed that the vendor has agreed to the request to piggyback off the City’s contract and confirmed that the DWSD work will not significantly change, alter or remove from their ability to provide services to the City of Detroit.
Therefore, DWSD is requesting BOWC approval to utilize the City of Detroit contract with Power Lighting & Technical Services for the as-needed electrical services at the same pricing, scope, terms and conditions of the original contract.
Power Lighting’s clearances expire 1/21/2022 and a formal contract document is not required.
SUMMARY
A. DWSD Contract No.: 6003373 (piggyback of CoD Contract 6003182)
B. Contractor: Power Lighting & Technical Services
C. Contract Portion: $1,340,000
D. Contracts Term: 04/01/2021 - 01/18/2023 (21 months)
E. Funding Source: O&M Funds and CIP Funds
F. GL String: Information Technology - CIP Funds
5721-20244-487711-617900-900224-10792-0000-000000 - 50%
5821-20243-497711-617900-900224-15802-0000-000000 - 50%
Field Services - O&M Funds
5720-20167-482401-616100-000209-10731-0000-000000 - 50%
5820-20178-492401-616100-000230-15956-0000-000000 - 50%
Facility Operations - CIP Funds
5721-20244-487711-644111-004104-30129-0000-000000 - 50%
5821-20243-497711-644111-004105-30129-0000-000000 - 50%
G. Anticipated Fiscal Year Breakdown:
Information Technology FY 20-21: $200,000
FY 21-22: $250,000
FY 22-23: $250,000
Field Services FY 20-21: $20,000
FY 21-22: $185,000
FY 21-22: $185,000
Facilities FY 21-22: $250,000 (only utilizing 1 year for CIP project)
Per the CoD’s Procurement Ordinance, OCP requested the Detroit City Council for approval on February 2, 2021. It was then moved to the Neighborhood & Community Services Committee for review and recommendation for approval on February 4, 2021. The contract was reviewed and fully approved by the City Council on February 9, 2021 with no reconsiderations.
Per DWSD’s Procurement Policy, this proposed contract was presented to the BOWC Finance Committee on March 3, 2021. With the Board of Water Commissioners and City Council approvals, all necessary approval requirements will have been met.