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Home My WebLink AboutReso 109-2011 RESOLUTION NO. 109 -2011 CITY COUNCIL, CITY OF SOUTH SAN FRANCISCO, STATE OF CALIFORNIA RESOLUTION AWARDING A CONSULTING SERVICES AGREEMENT TO HELIOPOWER FOR THE WATER QUALITY CONTROL PLANT PHOTOVOLTAIC SYSTEM PROJECT IN AN AMOUNT NOT TO EXCEED $124,780 WHEREAS, on June 23, 2011, staff issued a Request for Proposals (RFP) for the Water Quality Control Plant (WQCP) Photovoltaic System Project ( "Project "); and WHEREAS, on July 27, 2011, staff received proposals from seven (7) firms; and WHEREAS, on August 9, 2011, a panel consisting of City staff from the WQCP, Sustainability Division, and Engineering Division interviewed the top four consulting firms; and WHEREAS, HelioPower was ranked highest based on their proposal, project understanding, qualifications and expertise, interview, and various constructed project; and WHEREAS, staff recommends awarding the consulting services agreement for the Project to HelioPower in an amount not to exceed $124,780; and WHEREAS, funding for the Project is included in the City of South San Francisco's 2011 -2012 Capital Improvement Program (CIP); and WHEREAS, the Finance Department shall transfer approximately $67,000 from CIP Project No.ss1018 to the Project to provide sufficient funds to cover the Project cost. NOW, THEREFORE, BE IT RESOLVED, by the City Council of the City of South San Francisco that the City Council hereby awards the consulting services agreement for the WQCP Photovoltaic System Project to HelioPower of San Francisco, California, in an amount not to exceed $124,780 conditioned on HelioPower's timely execution of the Project contract and submission of all required documents, including but not limited to, certificates of insurance and endorsements, in accordance with the Project documents. BE IT FURTHER RESOLVED that the City Council of the City of South San Francisco authorizes the Finance Department to establish the Project Budget consistent with the information contained in the staff report. BE IT FURTHER RESOLVED that the City Manager is hereby authorized to execute the documents on behalf of the City Council upon timely submission by HelioPower's signed contract and all other documents, subject to approval by the City Attorney. * * * * * I hereby certify that the foregoing Resolution was regularly introduced and adopted by the City Council of the City of South San Francisco at a regular meeting held on the 14 day of September 2011 by the following vote: AYES: Councilmembers Mark Addiego, Pedro Gonzalez, and Karyl Matsumoto, Vice Mayor Richard A. Garbarino and Mayor Kevin Mullin NOES: None ABSTAIN: None ABSENT: None ATT ST: A �w C - rk HeL.ioPower Er in E:nArgy SZ. AO >{:..: EXHIBIT A Scope of Work and Cost Proposal SCOPE Helio Power engineering will be developed in absolute compliance with current NEC guidelines. We will work closely with the building department as well as the facility engineering staff to ensure that we are following all local and facility guidance and regulations. 1. Preliminary Design Report. Budget and physical engineering are only one two of many key considerations in sizing a solar facility. In advance of submitting a Preliminary Design Report our process will include an evaluation of: • Financial resources and goats. HetioPower will interview WQCP staff and appropriate City financial administrators to clearly determine available capital budgets and timing, IRR and other investment hurdles, and acceptability of various financial structures that may attract additional debt, equity, tax benefit and incentive funding. • Operational, functional and aesthetic concerns. Carports and awnings add some cost but provide space, shade and weathering benefits, with WQCP guidance we'll arrive at the right mix. • Load profiles and available tariffs. HetioPower will request access to online billing information and /or twelve months of detailed PG&E bills from all on -site meters and accounts to aid in accurately determining WQCP's load profile and resulting avoided cost potential at the meter level. • Available incentives & funding. HetioPower will conduct a diligent survey of incentives, pending policies and likely funding which may benefit the Project. • Basic design and energy production. With input from the WQCP, HetioPower will determine acceptable array locations, establish preliminary design parameters, estimate production at the array level and rank the arrays in terms of economic viability. • Avoided cost analyses. With basic cost, usage, production and financing information in- hand HetioPower can optimize system sizing to accommodate WQCP financial resources and maximize returns. At this point will HetioPower will produce the deliverables originally contemplated by the RFP: • Basic design. HetioPower will evaluate the existing wastewater treatment plant electrical system in light of above conclusions to determine location of inverters, breakers and connection points, trenching, etc. We will evaluate existing electrical meter configuration and determine needed equipment to accept PV system requirements and coordinate with PG&E at the start of the design process. HetioPower will prepare all paperwork with PG&E to ensure expeditious commissioning of the PV system. • PDR. HetioPower will produce and present preliminary design and report (PDR) with cost estimates, design criteria and preliminary plans for WQCP consideration and feedback. Toll Free: 187 SOLAR 888 California Contractor's License: 915598 Power. Proprietary & Confidential Nevada Contractor's License: 007111 Headquarters Sacramento San Francisco Palm Desert Bakersfield 25767 Jefferson Avenue 201 Harris Avenue, Suite 15 100 Montgomery Street, Suite 1055 75178 Gerald Ford Drive - Suite 3A 900 Truxtun Avenue, Suite 330 Murrieta, CA 92562 Sacramento, CA 95838 San Francisco, CA 94104 Palm Desert, CA 92211 Bakersfield, CA 93301 Tel: 951.677.7755 Tel: 916.564.4442 Tel: 415.43 HELIO (415.434.3546) Tel: 760.568.5650 Tel: 661.377.1085 Fax: 951.677.9559 Fax: 916.564.6126 Fax: 415.788.5103 Fax: 877.279.3900 Fax: 661.377.1093 - 3 - HelioPower Enginc.'Irr, £•:rt; 5 :7 :J1 2. Geotechnical Report HelioPower will conduct all necessary underground surveys and analysis for carport structures and alternative ground mount locations. If required a full geotechnical analysis will be completed on the "fingers" area to ensure the site's viability, to mitigate wetlands disturbance and to protect against structural integrity loss. 3. 50% design submittals. HelioPower will incorporate any feedback from the PDR and update design accordingly to optimize system sizing and production. We will further expedite the Interconnection Process with PG &E, begin the Net Metering application, prepare and present 50% design submittals. 4. 90% design submittals. Again HelioPower will incorporate any feedback from the 50% design submittal and make adjustments accordingly. At this stage HelioPower will develop detailed electrical, structural and interconnection engineering, any additional required underground scans /analyses, and provide all design materials, engineering calculations and data sheets for final review. 5. 100% design submittals HelioPower will finalize interconnection design, all engineering and underground considerations, conduct final reviews and seek plan approval consistent with all regulations and code in accordance to the City of South San Francisco's standards, ready for public bidding. We will apply for any relevant incentives or financing. 6. Bid Support In addition to general project management and administration, HelioPower will provide any subsequently requested services at the hourly rates detailed below. We will proactively manage any RFP scope changes made by the WQCP and promptly respond with report on project timeline /schedule /cost. 7. Contract Administration & Project Management HelioPower will provide services during the bidding period, including attending and presenting at the pre -bid conference, answering technical questions and preparing relevant addenda. 8. Monthly Status Reports HelioPower will provide monthly reports to the City's project manager in his or her desired format. At a minimum, the report will discuss actual vs. planned progress, budget, planned work for next period, and document any issues. 9. Funding Mechanism Report Because funding is essential to project scope we anticipate providing an informal funding report as part of our PDR. In addition we will provide a more formal report at the conclusion of the project. 10. Coordinate Electrical Work with WQCP Electrical Engineer Conduct up to 3 on -site coordination meetings with Carollo Engineers. Toll Free: 187 SOLAR 888 California Contractor's License: 915598 _l Power.- _ Proprietary & Confidential Nevada Contractor's License: 007111 Headquarters Sacramento San Francisco Palm Desert Bakersfield 25767 Jefferson Avenue 201 Harris Avenue, Suite 15 100 Montgomery Street, Suite 1055 75178 Gerald Ford Drive - Suite 3A 900 Truxtun Avenue, Suite 330 Murrieta, CA 92562 Sacramento, CA 95838 San Francisco, CA 94104 Palm Desert, CA 92211 Bakersfield, CA 93301 Tel: 951.677.7755 Tel: 916.564.4442 Tel: 415.43 HELIO (415.434.3546) Tel: 760.568.5650 Tel: 661.377,1085 Fax: 951.677.9559 Fax: 916.564.6126 Fax: 415.788.5103 Fax: 877.279.3900 Fax: 661.377.1093 - 4 - Het °Power Err Enerpy s. . • .._'0: COST PROPOSAL Activity Name Total SSFWQCP Consultant Review Process Kick Off Meeting 54,000 Review AS- Builts /installation des'gn 52,400 load profile Et tarff analysis 52,400 Available Incentives, policies and funding 52,800 Basic Design fit energy production 52,400 Avoided Cost Analysis 51,400 Prepare PDR 58,000 POR Presentation 51,400 50% Design Design System /Optimize Sizing 521,600 Geotechnkal review t'f regu'red) 53,500 irrtiat Admin- interconnection w /PG&E 51,200 50% Design Submittal 53,440 90% Design Review AN/local regulations /code 51,200 Prepare Applicable Rebate /Incentive Documentation 5300 F nal ze Interconnection Design 5600 Electrical Engineering 55,000 Struct,Jral Eng neering 55,000 Underground Analysis /Equipment Scan 51,000 Sr. Level Eng. neering F°nal Review 52,000 9 Submittal 53,440 100% Design Review w /AHJ - seek approval 52,560 Cost Analysis 52,800 r nancial Modeling Et Funding Analysis 51,400 Project Opt +mizatlon 55,520 F nat Proposal Development $7,000 100% Design Subm.+ttai 56,880 Coordinate Electrical Work with WQPC Electrical Engineer 53,440 Funding Mechanism Report 51,400 Bid support 55,600 Contract Administration @ Project Management 57,000 MONTHLY STATUS REPORTS • 52,100 SubTotal 5118,780 Project Expenses - (Includes Travel, Mileage, Printing, Etc.) 56,000 COST PROPOSAL -GRAND TOTAL 5124,780 Toll Free: 187 SOLAR 888 California Contractor's License: 915598 Power. ... I Proprietary & Confidential Nevada Contractor's License: 007111 Headquarters Sacramento San Francisco Palm Desert Bakersfield 25767 Jefferson Avenue 201 Harris Avenue, Suite 1.5 100 Montgomery Street, Suite 1055 75178 Gerald Ford Drive - Suite 3A 900 Truxtun Avenue, Suite 330 Murrleta, CA 92562 Sacramento, CA 95838 San Francisco, CA 94104 Palm Desert, CA 92211 Bakersfield, CA 93301 Tel: 951.677.7755 Tel: 916.564.4442 Tel: 415.43 HELIO (415.434.3546) Tel: 760.568.5650 Tel: 661.377.1085 Fax: 951.677.9559 Fax: 916.564.6126 Fax: 415.788103 Fax: 877.279.3900 Fax: 661.377.1093