6566 - Electric Utility Engineering Services, 3.Statement of Work/ SpecificationsCITY OF DENTON, TEXAS
REQUEST FOR QUALIFICATIONS (RFQ) FOR
ENGINEERING SERVICES
GENERAL: The City of Denton through Denton Municipal Electric’s (DME) Distribution Engineering Division provides a diverse set of services including Planning, Design and Project Management,
Operational Technology, and Construction and Purchasing Standards, (inclusively known as the PROJECT) required to maintain high level of service quality and reliability for its customers.
The Contractor shall provide a variety of services to support DME’s Distribution Engineering in execution of the Project. Contractor shall render the following professional services
through one or more personnel in connection with projects or tasks required and requested by DME Distribution Engineering. DME retains the right of refusal for staffing or replacement
for any proposed Contractor staff that assists or participates with delivering these RFQ engineering services.
Operational Technology: As DME moves its technology and distribution system towards automation, there may be opportunities where engineering input and support will be critical to the
successful planning and implementation. The Contractor will assist DME with:
Program Management Support
Assist DME to develop workflows, practices, and policies of organizational tasks including development of a responsibility matrix.
Establish and document current and proposed workflows, related data, mile stones, standards and communications protocols for the following processes:
General project execution
ROW acquisition
Permitting
Design
Material selection and detailing quantities
Construction
Progress reporting
Project cost & accounting
Project closeout
Assist DME with vetting of potential software and hardware related to operational technologies from an engineering aspect.
Help identify and document potential integrations and integration points between existing City of Denton or DME software and hardware.
Contractor will attend scheduled meetings to provide status, final results, and receive new assignments.
Distribution System Planning
Contractor shall assign a lead person, who is a subject matter expert with using Synergi Electric software. Synergi Electric software is used by DME for distribution electric system
analysis and planning purposes.
Maintain a load map based on known and anticipated revenue projects.
Familiarity with developing and recommending distribution planning:
Load forecasting and flow
Capacitors
System coordination (substation, feeder, branch)
Circuit, conductor, and cable loading
Feeder loading
Planning for system expansion and service flexibility
Develop a five-year CIP plan for electric distribution system expansion and upgrades based on known criteria such as substations, feeder limitation, anticipated load growth and other
inputs as determined by DME.
Provide training to current DME Engineering employees on the use of Synergi Electric and clearly step staff through the steps taken to arrive at a result and recommendation.
Contractor will attend scheduled meetings to provide status, final results, and receive new assignments.
Distribution Design
Contractor shall have a Resident Project Representative on-site at the DME offices off of Spencer Road in Denton, TX. The Resident Project Representative will be expected to be on site,
at DME offices (currently 1685 Spencer Drive, Denton, TX) during working hours of 8:00 a.m. to 5:00 p.m. (a minimum of 8 hours), at least three (3) days per week. The duties, responsibilities
and limitations of authority of the Resident Project Representative, and designated assistants, are as follows:
Resident Project Representative will be directed by and under the supervision of the Division Engineering Manager – Distribution, or his assigns, in matters pertaining to project design,
estimating, survey, construction drawings, material acquisition, project management and documentation, project close out or any other action required through normal practices, etc.
associated with any project assignments and related tasks.
Survey Permission
Secure permission to conduct a civil survey on all parcels impacted by an assigned project.
Survey permission will be secured from in written form on a format acceptable and pre-approved by DME, Legal, and City ROW Department.
Should survey permission be denied, Resident Project Representative will submit necessary information to DME to support legal efforts to gain property access.
Respond to inquiries verbally and/or in writing within two business days.
Project Administration
Maintain current status reports of all projects and project activities and provide weekly updates or as requested by DME.
Participate in project review meetings as requested.
Provide copies of all incoming and outgoing correspondence as generated if requested.
Maintain copies of all correspondence and contacts.
Update database(s) with current status information and documentation.
Permits
As needed, or when requested, Contractor will collect required data and information necessary to submit permits required by agencies. The agencies can include, but are not limited to;
Texas Department of Transportation, City of Denton, Railroads, Denton County Transit Authority, Dallas Area Rapid Transit, etc. The permits will be completed on the form(s), and in
the format, required by that agency.
Duties and Responsibilities of Resident Project Representatives:
Schedules: Keep DME management and supervision aware of ability to meet service schedules and information on why schedule may be delayed.
Conferences and Meetings: Attend and provide support for conferences and meetings, including open meetings or open houses, related to projects assigned to Resident Project Representative.
Liaison: Attend meetings as directed. These meetings can include meetings with customers, DME engineering and technical staff, management, etc.
Seal: Resident Project Representative must be able to personally, or gain from Contractor, the capability to properly seal, with a State of Texas Professional Engineering seal, any project
design or document the Resident Project Representative has developed as required by DME.
Electric Service, Construction Standards Drawing, Purchasing Standards, Design, and Documentation:
Contractor will review all current and proposed Construction Standards, Distribution Purchasing Standards, and Electric Service Standards and verify their compliance with current codes,
standards and other regulatory requirements.
Construction Standards: Contractor will participate at on-site meetings to discuss current standards and materials and provide status reports to DME’s Construction Standards Committee
related to the revision or preparation of construction standards for overhead, underground, metering, or any other task related to development and documentation of construction standards.
Contractor will meet regularly with DME identified staff and make revisions needed to the Electric Service Standards in AutoCAD. These revisions will be supplied to DME for review and
completeness. Upon approval by DME’s Service Standards Committee, Contractor will replace, or place, the approved language and standard in the standard book. Contractor will be responsible
for keeping detailed notes related to changes and getting approval signatures from Construction, Maintenance, Metering, and Distribution Engineering
Purchasing Standards: Contractor will work with Engineering Management to review all new and current purchasing standards to assure they are in compliance with current codes and regulatory
requirements and provide reports and recommendations to DME’s Construction Standards Committee.
Contractor is responsible for making any and all changes or corrections to DME’s Purchasing Standards, in a format approved by DME, as directed by the Construction Standards Committee.
Contractor will be responsible for keeping detailed notes related to changes and getting approval signatures from Construction, Maintenance, Metering, and Distribution Engineering.
Electric Service Standards: Contractor will participate at on-site meetings to discuss Electric Service Standards and provide status reports to DME’s Service Standards Committee and/or
management related to the revision or preparation of the Electric Service Standards.
Contractor will attend scheduled meetings to provide status, final results, and receive new assignments.
Additional Services: Additional services to be performed by Contractor, if specifically authorized in writing by DME, which are not included in the above-described Basic Services, are
described as follows:
Preparing data and reports for assistance to DME in preparation for hearings before regulatory agencies, courts, arbitration panels or any other mediator, giving testimony, personally
or by deposition, and preparations therefore before any regulatory agency, court, arbitration pane or mediator unless such litigation, mediation, arbitration, dispute review boards,
or other legal and/or administrative proceedings or hearings are caused by actions or negligence of Contractor or one of its sub-consultants.
Assisting DME in preparing for, or appearing at litigation, mediation, arbitration, dispute review boards, or other legal and/or administrative proceeding in the defense of prosecution
of