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Exhibit 1 - Agenda Information SheetCity of Denton _____________________________________________________________________________________ AGENDA INFORMATION SHEET DEPARTMENT: Procurement & Compliance CMA: David Gaines DATE: October 20, 2020 SUBJECT Consider adoption of an ordinance of the City of Denton, a Texas home-rule municipal corporation, authorizing the City Manager to execute a contract with John Burns Construction Company of Texas, Inc., for the construction of the Hickory Substation underground transmission and distribution duct banks; providing for the expenditure of funds therefor; and providing an effective date (RFP 7420 – awarded to John Burns Construction Company of Texas, Inc., in the not-to-exceed amount of $811,370.70). The Public Utilities Board recommends approval (6 - 0). INFORMATION/BACKGROUND The proposed contract is for the construction of specific sections of electrical transmission and distribution duct banks needed to support the new Hickory Gas Insulated Substation (GIS). A duct bank is a grouping of conduits (pipes) for underground electrical conductors that provide a path, and physical protection, for insulated electrical conductors. Exhibit 2 shows the locations for the planned duct banks. The City of Denton is currently updating utilities within Bonnie Brae Street in preparation for its reconstruction. The Street Department has worked to coordinate utility replacements, upgrades, and new installations ahead of repaving which is scheduled for later this year. Duct bank sections will extend from inside the new Hickory GIS Substation wall boundary to appropriate points outside the station and are required to facilitate future underground transmission and distribution circuits. These duct systems are mostly limited to the immediate Bonnie Brae area and extend west past the existing Hickory Substation. Performing this work with one project is cost efficient as it eliminates additional crews having to redeploy later. Completing this construction prior to the Bonnie Brae reconstruction will eliminate the potential of having to cut the newly reconstructed Bonnie Brae after its completion. The plan for the duct systems is shown in Exhibit 3. Additional transmission and distribution duct bank construction will be required in other areas around the substation as the substation project progresses and will be included with the EPC contract for the construction of the Hickory GIS substation. Construction of the duct banks are the first steps in beginning the project for the new Hickory GIS Substation. The Hickory GIS Substation is an approved CIP project, and the City Council has directed DME to use GIS technology. The use of underground transmission conductors in combination with GIS provides greater aesthetic benefits. This will be DME’s first experience with transmission underground technology. Installation of transmission voltage duct banks is specialized and not performed by large numbers of contractors. Projects of this type normally require long radius field bending of conduits with radii in the City Hall 215 E. McKinney Street Denton, Texas www.cityofdenton.com range of 50 feet to 400 feet. DME’s project will require bends with radii of 50 feet and 100 feet. By contrast, normal radii used for distribution underground circuits are in the range of six feet or less and are factory made. Further, the inside diameter of the six-inch conduit used as transmission conduit is a fraction over six inches which is compatible with the 138kV cable diameter of about 4.8 inches. Joints between conduit sections must be precise to allow large diameter transmission cables to be pulled into the conduits without damage to the cable. The pulling equipment and the cable will not transit a conduit joint with as little as five degrees of angle at a coupling because of both the diameter and the stiffness of such large cable. The project total cost of $811,370.70 for Hickory GIS Duct Banks construction consists of: $772,734 total base bid; and a $38,636.70 contingency. A five (5) percent contingency allowance, if any, is for the sole use of the City and will be subject to written authorization by the City’s Project Manager and Program Manager. Request for Proposals (RFP) were sent to 462 prospective suppliers, including 45 Denton firms. In addition, specifications were placed on the Materials Management website for prospective suppliers to download and advertised in the local newspaper. One (1) proposal was received and evaluated based upon published criteria including indicators of probable performance, project schedule, and compliance with specifications by the supplier. Based upon this evaluation, John Burns Construction Company of Texas, Inc. was ranked the highest and determined to be the best value for the City. John Burns Construction Company of Texas, Inc. is a contractor that specializes in installation of underground utilities including underground duct banks. They specialize in underground utility construction for utilities and municipalities. NIGP Code Used for Solicitation: 914 – Construction Services, Trade (New Construction) Notifications sent for Solicitation sent in IonWave: 462 Number of Suppliers that viewed Solicitation in IonWave: 32 HUB-Historically Underutilized Business Invitations sent out: 25 SBE-Small Business Enterprise Invitations sent out: 116 Responses from Solicitation: 1 PRIOR ACTION/REVIEW (Council, Boards, Commissions) On October 12, 2020, the Public Utilities Board (PUB) recommended this item to the City Council for consideration. RECOMMENDATION Award a contract with John Burns Construction Company of Texas, Inc., for the construction of the Hickory Substation underground transmission and distribution duct banks, in a not-to-exceed amount of $811,370.70. PRINCIPAL PLACE OF BUSINESS John Burns Construction Company of Texas, Inc. Lewisville, TX ESTIMATED SCHEDULE OF PROJECT This project will be started upon approval with a completion date within 180 calendar days. FISCAL INFORMATION The costs for material and installation for the transmission duct banks will be funded as part of a Capital Improvement Project (CIP), and the cost will ultimately be recovered through the Public Utility Commission Transmission Cost of Service Program (TCOS). EXHIBITS Exhibit 1: Agenda Information Sheet Exhibit 2: Duct Bank Locations Exhibit 3: Duct Bank Plans Exhibit 4: Ordinance and Contract Respectfully submitted: Lori Hewell, 940-349-7100 Purchasing Manager For information concerning this acquisition, contact: Mark Zimmerer, 940-349-7169. Legal point of contact: Mack Reinwand at 940-349-8333.