AGENDA MEMORANDUM

 

 

Meeting Date:           November 22, 2010

 

From:                          Mike Thornton, Purchasing Manager

 

Subject:                      Resolution authorizing execution of an Agreement with KEMA, Inc. for AMI Technology Coach/Advisor services.

 

 

Staff Recommendation:

Staff recommends execution of the Fixed Unit Price Agreement and Task Order No. 1 with KEMA, Inc. to provide the City with Advanced Meter Infrastructure (AMI) Technology Coach Advisory and Assistance Services in support of our smart meter implementation project.  The cost of Task Order No. 1 is $99,450.00.

 

Analysis:

The purpose of this solicitation is to establish an advisory and assistance services agreement with a qualified firm to provide the City with AMI Technology Coach Services in connection with the Department of Energy (DOE) Smart Grid Initiative Grant (SGIG).

 

The recommended firm, KEMA, Inc., will act as the City’s ‘expert’ on Smart Meters and provide guidance and advice during the proposal evaluation, contract negotiation and project implementation phases. 

  

On June 28, 2010, the Purchasing Division issued Request for Proposals (RFP) number 100362 inviting interested and qualified firms to submit technical and price proposals for consideration and evaluation by the City.  On July 29, 2010, the City received proposals from six AMI Technology firms.  A three  member evaluation committee evaluated the proposals.

 

The results of the evaluations are detailed in Table 1 in this document.

 

The solicitation included established evaluation criterion elements based on the scope of work, with their relative importance emphasized by maximum obtainable point values which were:

 

·         Overall Project Support - up to 15 points

·         Support of 3rd Party Selection - up to 15 points

·         Contract Negotiations- up to 15 points

·         Support Deployment - up to 10 points

·         Additional Support - up to 5 points

 

Table 1 - Evaluation Scoring & Ranking – Qualifications and Experience     

 

Evaluator Scores

Evaluator Rankings

Respondents

   

   1

   

   2

   

   3

 

AVG.

   

   1

   

   2

   

   3

Total

Ordinal

Ranking

Final Ranking

KEMA,  Inc.

 

54

 

56

 

54.5

 

54.8

 

1

 

2

 

1

 

4

 

1

Apex CoAdvantage

 

48.5

 

60

 

54.5

 

54.3

 

2

 

1

 

1

 

4

 

2

Burns and McDonnell

 

48.5

 

47.5

 

51.5

 

49.2

 

2

 

5

 

3

 

10

 

3

Energygrid Networks

 

31

 

50

 

49

 

43.3

 

6

 

3

 

4

 

13

 

4

IBM

 

48

 

48

 

47.4

 

47.8

 

4

 

4

 

5

 

13

 

5

Columbia Telecom.

 

42

 

25

 

41

 

36

 

5

 

6

 

6

 

17

 

6

 

 

In compliance with fundamental source selection principles which stress the need to adhere strictly to the evaluation criteria set forth in the RFP and following the evaluation and scoring methodology in the source selection/technical evaluation plan, the proposals were evaluated by the committee in a fair, uniform, and objective manner solely in accordance with the evaluation criteria.

 

For each firm evaluated, raw point scores assigned by each member were totaled and converted to a ranking.  The rankings for each firm were totaled and then converted to an overall ordinal score.  Using this method has proven to minimize the effects of large variances in any one evaluators’ scoring.

 

KEMA Inc. received the highest ranking for Qualifications and Experience and provided a favorable fee schedule.

 

Options:

1.  Authorize execution of the agreement with KEMA, Inc.; or

2.  Such alternative action as the Commission may deem appropriate

 

Fiscal Impact

Funds for Task Order No. 1 of $99,450.00 will be paid from the Grant Anticipation Note (GAN) with TD Bank.  All costs for goods and services provided under this agreement and other costs for the AMI Project will be paid upfront by the City from the GAN.  The City will regularly file claims for reimbursement under the Department of Energy (DOE) Smart Grid Initiative Grant (SGIG) for 50% of the costs.  The 50% not covered by the SGIG will remain on the Grant Anticipation Note (GAN) with TD Bank.


 

Submission Date and Time:    11/23/2010 8:57 AM____

 

Department: _Electric Department_______

Prepared by:  _Mike Thornton__________                     

Attachments:         Yes_X__   No ______

Advertised:   Yes__Not Required ______                     

Dates:  June 27, 2010_________________                     

Attorney Review :       Yes___  No ____

                                                

_________________________________           

Revised 6/10/04

 

Reviewed by: Dept. Head ________

 

Finance  Dept. __________________                                     

                              

Deputy C.M. ___________________                                                                         

Submitted by:

City Manager ___________________

 

Account No. _041-1099-531.54-10___

 

Project No. __410015____________

 

WF No. _____WF0658378________

 

Budget  _____$100,000.00________

 

Available ____$100,000.00________


 

RESOLUTION NO._______________

 

A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF LEESBURG, FLORIDA AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE AN AGREEMENT WITH KEMA, INC. TO PROVIDE SERVICES AS THE AMI TECHNOLOGY COACH/ADVISOR IN SUPPORT OF THE CITY'S SMART METER PROJECT, AND PROVIDING AN EFFECTIVE DATE.

 

 

BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF LEESBURG, FLORIDA:

 

            THAT the Mayor and City Clerk are hereby authorized to execute an agreement with KEMA, INC. whose address is 67 South Bedford Street, Suite 201E, Burlington, MA  01803, for AMI Technology Coach and Advisory Services pursuant to RFP 100632.

 

             THAT this resolution shall become effective immediately.

 

PASSED AND ADOPTED by the City Commission of the City of Leesburg, Florida, at a regular meeting held the __22nd___ day of _November__ 2010.

 

 

 

                                                                            __________________________

                                                                             Mayor

 

ATTEST:

 

 

_____________________________________

City Clerk