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File Number: 18 -856
City of South San Francisco P.O. Box 711 (City Hall,
400 Grand Avenue)
South San Francisco, CA
City Council
Resolution: RES 141 -2018
Enactment Number: RES 141 -2018
RESOLUTION ACCEPTING A $50,000 GRANT FROM
CITY /COUNTY ASSOCIATION OF GOVERNMENT TO PARTIALLY
PAY FOR THE ENERGY EFFICIENCY PLAN AND CITY
ENERGY - EFFICIENT PROJECTS, AND AMENDING THE FISCAL
YEAR 2018 -19 CAPITAL IMPROVEMENT PROJECT BUDGET AND
APPROVING BUDGET AMENDMENT 19.019.
WHEREAS, on October 12, 2017, City /County Association of Government ( "C /CAG ") approved the
San Mateo County Energy Watch Municipal Energy Efficiency Call for Projects (Grant); and
WHEREAS, the purpose of the grant program is to encourage C /CAG member agencies to implement
energy efficiency projects that reduce energy consumption, ongoing operational costs, and greenhouse
gas emissions; and
WHEREAS, the City of South San Francisco ( "City ") submitted a grant proposal and was approved for
funding by the C /CAG board via resolution 18 -06; and
WHERAS, the grant total was $50,000 - $20,000 for planning and $30,000 for a capital project; and
WHEREAS, the Energy Efficiency Plan prepared by Opterra ( "Engie ") is eligible to be partially funded
by the C /CAG grant; and
WHEREAS, the City intends to use the remaining portion of the C /CAG grant to partially pay for
energy - efficient projects to be completed before year end by the City.
NOW, THEREFORE, BE IT RESOLVED, by the City Council of the City of South San Francisco that
the City accepts the $50,000 C /CAG San Mateo County Energy Watch Municipal Energy Efficiency
Grant (Exhibit A) and amends the Fiscal Year 2018 -19 Capital Improvement Program.
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 agreement and
any other related documents on behalf of the City, subject to approval by the City Attorney.
City of South San Francisco Page 1
File Number. 18 -856
Enactment Number. RES 141 -2018
BE IT FURTHER RESOLVED that the City Council authorizes the City Manager to take any other
related actions consistent with the intention of this resolution.
At a meeting of the Special City Council on 9/12/2018, a motion was made by Pradeep Gupta, seconded by
Mark Addiego, that this Resolution be approved. The motion passed.
Yes: 4 Mayor Normandy, Mayor Pro Tem Matsumoto, Councilmember Addiego, and
Councilmember Gupta
Absen
City of South San Francisco Page 2
FUNDING AGREEMENT BETWEEN
CITY /COUNTY ASSOCIATION OF GOVERNMENTS
AND THE CITY OF SOUTH SAN FRANCISCO
This Agreement entered this _ Day of 2018, by and between the CITY /COUNTY
ASSOCIATION OF GOVERNMENTS OF SAN MATEO COUNTY, a joint powers agency whose
members include the County of San Mateo and the twenty incorporated cities and towns within San Mateo
County, hereinafter called "C /CAG," and the City of South San Francisco, hereinafter called "CITY ".
WITNESSETH
WHEREAS, on October 12, 2017, C /CAG approved the San Mateo County Energy Watch ( SMCEW)
Municipal Energy Efficiency Call for Projects for awarding competitive grant funding to member
agencies; and
WHEREAS, the purpose of the grant program is to encourage C /CAG member agencies to implement
energy efficiency projects that reduce energy consumption, ongoing operational costs, and greenhouse gas
emissions; and
WHEREAS, the CITY submitted a grant proposal that was approved for funding by the C /CAG Board
via Resolution 18 -06; and
WHERAS, the C /CAG Board authorized its Chairperson to execute funding agreements with member
agencies under the grant program;
NOW, THEREFORE, IT IS HEREBY AGREED by the parties as follows:
Project to be committed to or implemented by CITY. In consideration of the payments
hereinafter set forth, the CITY shall 1) commit to and, 2) implement the proposed SMCEW
Municipal Energy Efficiency Project approved for grant funding (hereinafter called the
"PROJECT ") in accordance with the terms, conditions, and specifications set forth herein and in
Exhibit A attached hereto and by this reference made a part hereof. C /CAG assumes no ownership,
operations, or maintenance obligations in exchange for providing the specified grant payments.
2. Payments. In consideration of the CITY achieving Tier 1 and Tier 2 milestones (in accordance with
all terms, conditions and specifications set forth herein and in Exhibit A, C /CAG shall make payments
to CITY as milestones are met and as described in Exhibit A, in a total amount not to exceed fifty
thousand dollars ($50,000). Payments are for staff work on PROJECT implementation, including for
CITY or consultant staff efforts related to facility audits, audit findings review meetings,
presentations to City or Town Council, development or review of equipment specifications, etc.
Reimbursement requests shall include a report summarizing the CITY's activities related to meeting
the milestones.
Contract Term. This Agreement shall be in effect as of February 8, 2018 and shall terminate upon
the completion of all payments by C /CAG in accordance with Section 2, or on December 31; 2018
whichever is later; provided, however, C /CAG may terminate this Agreement at any time for any
reason by providing 30 days' written notice to CITY. Termination to be effective on the date
specified in the notice.
Page 1 of 5
4. Relationship of the Parties. It is understood that this is an Agreement by and between Independent
Contractors and is not intended to, and shall not be construed to, create the relationship of agent,
servant, employee, partnership, joint venture or association, or any other relationship whatsoever
other than that of Independent Contractor.
Non - Assignability. CITY shall not assign this Agreement or any portion thereof to a third party
without the prior written consent of C /CAG, and any attempted assignment without such prior
written consent in violation of this Section automatically shall terminate this Agreement.
6. Hold Harmless/ Indemnity. CITY shall indemnify and save harmless C /CAG, its agents, officers,
and employees from all claims, suits or actions resulting from willful misconduct or negligence of
CITY or its agents, officers, or employees relating to this Agreement. The duty to indemnify and
save harmless as set forth herein, shall include the duty to defend as set forth in Section 2778 of the
California Civil Code.
7. Insurance. CITY or its subcontractors performing the services on behalf of CITY shall not
commence work under this Agreement until all insurance required under this section has been
obtained. CITY shall furnish C /CAG with Certificates of Insurance evidencing the required
coverage and there shall be a specific contractual liability endorsement extending the CITY's
coverage to include the contractual liability assumed by CITY pursuant to this Agreement. These
Certificates shall specify or be endorsed to provide that thirty (30) days' notice must be given, in
writing, to C /CAG of any pending change in the limits of liability or of non - renewal, cancellation,
or modification of the policy.
Workers' Compensation and Employer Liability Insurance: the CITY shall have in effect,
during the entire life of this Agreement, Workers' Compensation and Employer Liability
Insurance providing full statutory coverage.
Liability Insurance: CITY shall take out and maintain during the life of this Agreement such Bodily
Injury Liability and Property Damage Liability Insurance as shall protect CITY, its employees,
officers and agents while performing work covered by this Agreement from any and all claims for
damages for bodily injury, including accidental death, as well as any and all operations under this
Agreement, whether such operations be by CITY or by any sub- contractor or by anyone directly or
indirectly employed by either of them. Such insurance shall be combined single limit bodily injury
and property damage for each occurrence and shall be not less than $1,000,000 unless another
amount is specified below and shows approval by C /CAG Staff..
Required insurance shall include:
Required Approval by
Amount C /CAG Staff
if under
$ 1,000,000
a. Comprehensive General Liability $ 1,000,000
b. Workers' Compensation $ Statutory
Page 2 of 5
C /CAG and its officers, agents, employees and servants shall be named as additional insured on any
such policies of insurance, which shall also contain a provision that the insurance afforded thereby
to C /CAG, its officers, agents, employees and servants shall be primary insurance to the full limits
of liability of the policy, and that if C /CAG, or its officers and employees have other insurance
against a loss covered by such a policy, such other insurance shall be excess insurance only.
In the event of the breach of any provision of this section, or in the event any notice is received
which indicates any required insurance coverage will be diminished or canceled, the C /CAG
Chairperson, at his /her option, may, notwithstanding any other provision of this Agreement to the
contrary, immediately declare a material breach of this Agreement and suspend all further work
pursuant to this Agreement.
10. Non - discrimination. The Contractor and any subcontractors performing the services on behalf of
the Contractor shall not discriminate or permit discrimination against any person or group of
persons on the basis of race, color, religion, national origin or ancestry, age, sex, sexual orientation,
marital status, pregnancy, childbirth or related conditions, medical condition, mental or physical
disability or veteran's status, or in any manner prohibited by federal, state or local laws.
11. Compliance with All Laws. Contractor shall at all times comply with all applicable laws and
regulations, including without limitation those regarding services to disabled persons, including any
requirements of Section 504 of the Rehabilitation Act of 1973.
12. Access to Records. C /CAG, or any of their duly authorized representatives, shall have access to
any books, documents, papers, and records of CITY which are directly pertinent to this Agreement
for the purpose of making audit, examination, excerpts, and transcriptions. CITY shall maintain all
required records for five (5) years after C /CAG makes final payments and all other pending matters
are closed.
13. Merger Clause. This Agreement, including Exhibit A attached hereto and incorporated herein by
reference, constitutes the sole agreement of the parties hereto with regard to the matters covered in
this Agreement, and correctly states the rights, duties and obligations of each party as of the
document's date. Any prior agreement, promises, negotiations or representations between the
parties not expressly stated in this Agreement are not binding. All subsequent modifications shall be
in writing and signed by the C /CAG Chairperson. In the event of a conflict between the terms,
conditions or specifications set forth herein and those in Exhibit A attached hereto, the terms,
conditions or specifications set forth herein shall prevail.
14. Governing Law. This Agreement shall be governed by the laws of the State of California, without
regard to its choice of law rules, and any suit or action initiated by either party shall be brought in
the County of San Mateo, California.
15. Notices. All notices or other communications to either party by the other shall be deemed
given when made in writing and delivered or mailed to such party at their respective
addresses as follows:
C /CAG: Attn: Kim Springer, Resource Conservation Programs Manager
City /County Association of Governments of San Mateo County
555 County Center, 51 Floor
Redwood City, CA 94063
Page 3 of 5
CITY: Attn: Marian Lee, Assistant City Manager
400 Grand Avenue, City Hall, City Manager's Office
City of South San Francisco, CA 94083
Page 4 of 5
IN WITNESS WHEREOF, the parties hereto have affixed their hands on the day and year first above
written.
CITY of SOUTH SAN FRANCISCO
Date
CITY Legal Counsel
CITY /County Association of Governments (C /CAG)
By -X` l i
Alicia .. guirre Date
C /CAG C air
C /CAG Legal Counsel
By
Wt Erickson, C /CAG ouns
Page 5 of 5
EXHIBIT A
SCOPE OF WORK
EXHIBIT A
San Mateo County Energy Watch Municipal Energy Efficiency Call for Projects
Jurisdiction: City of South San Francisco
Project Title: South San Francisco: Powering Whole Communities Project
Scope of Work (description of proposed work as detailed in the project proposal):
In 2014, City staff worked with PG &E Sustainable Solutions Turnkey (SST) program to audit the City's
electrical bills and facilities to identify additional energy savings opportunities.
The proposed project encompasses 18 sites, with a focus on three measures:
1. LED fixtures — replacing lights with LED fixtures will result in longer lasting fixtures, a
reduction in maintenance, and a greater energy efficiency
2. Solar PV — roof mounted or parking lot solar canopy systems will generate electricity
credited to each site individually
3. Water fixtures — upgrades to low flow toilets, sinks and urinals will reduce water usage
The project in total proposes to replace 100 water fixtures, 3,130 LED fixtures, and to generate 793 kW
through on site solar systems. These measures would result in a reduction of 312 tons of GHG emissions
per year, and potential savings of $325,000 per year.
Additional details by site are as follows:
1. Orange Memorial Park: 1 Orange Ave. - The tree lined park is home to a large indoor aquatics
center, tennis courts & a playground and covers 21 acres (914,760 sq. ft.). Replacing 514 lights
with LED fixtures, replacing 12 water fixtures, and generating 133 KW of solar energy on site
would reduce 40 tons of GHG emissions per year and potentially save $70,000 per year in energy
costs (compared to a current energy bill of $92,271).
2. Miller Parking Garage: 329 Miller Ave. — The downtown parking garage covers 88,400 sq. ft. and
consists of a five - level, open -air, concrete structure building with 254 parking stalls and
approximately 14,350 square feet of commercial and office space on the ground floor. Replacing
269 fixtures with LED lights and generating 119 kW of solar energy on site at this public parking
garage would reduce 56 tons of GHG emissions per year and potentially save $41,000 per year in
energy costs (compared to a current energy bill of $42,290).
3. City Hall, Annex & Grand Library: 400 Grand Ave, 315 Maple Ave, and 306 Walnut Ave —These
three buildings are located on one City block on Grand Avenue between Maple Ave. and Walnut
Ave and total 23,000 sq. ft. City Hall and the Annex provide offices for City staff including the City
Manager's Office, Economic and Community Development, City Clerk, HR, Finance, Building,
Planning, and Engineering. Grand Library is one of two of the City's public libraries. Replacing 605
lighting fixtures with LEDs, replacing 25 water fixtures, and generating 92 kW of solar energy on
site would reduce 40 tons of GHG emissions per year and save an estimated $42,000 per year in
energy costs (compared to a current energy bill of $50,790).
4. Corporation Yard: 550 N. Canal St. — The City's Public Works department and Facilities are based in
this 41,000 sq. ft. building. Replacing 476 light fixtures with LEDs, replacing 32 water fixtures, and
generating 75kW of solar energy on site would reduce 41 tons of GHG emissions per year and save
an estimated $32,000 per year in energy costs (compared to a current energy bill of $33,965).
Page 1 of 4
EXHIBIT A
5. Main Fire House #61 and Fire Administration: 480 N. Canal St. —This 18,000 sq. ft. building houses
the City's main fire station and Fire administrative personnel. Replacing 312 light fixtures with
LEDs and generating 92kW of solar energy on site would reduce 34 tons of GHG emissions per
year and save an estimated $30,000 per year in energy costs (compared to a current energy bill of
$31,788).
6. Terrabay Gymnasium and Recreation Center: 1121 South San Francisco Drive —This 16,900 sq. ft.
facility provides recreational opportunities to the public. Facilities include the gymnasium, two
meeting rooms (one with a commercial kitchen plus appliances), and an outdoor patio area.
Replacing 170 light fixtures with LEDs and generating 53kW of solar energy on site would reduce
24 tons of GHG emissions per year and save an estimated $20,000 per year in energy costs
(compared to a current energy bill of $27,056).
7. Magnolia Senior Center: 601 Grand Ave —This Senior Citizen Center is a drop -in multipurpose
center open to any senior 50 or over, but primarily serving those in South San Francisco. Social,
recreational, educational and special activities include bingo, bridge, billiards, knitting and crafts,
cooking demonstrations, casino trips, sightseeing opportunities and dining outings. The building
encompasses 22,400 sq. ft. Replacing 292 light fixtures with LEDs and generating 41kW of solar
energy on site would cause a reduction of 34 tons of GHGs per year and save an estimated
$28,000 per year in energy costs (compared to a current energy bill of $26,371).
8. Fire House #65: 1151 South San Francisco Drive — This 5,300 sq. ft. fire station could benefit from
110 light fixtures replaced with LED, and 28kW of on -site solar, which could reduce 34 tons of GHG
per year and save an estimated $14,00.0 per year in energy costs (compared to a current energy
bill of $14,039).
9. EOC at Fire Station #61: 480 N. Canal St. —The Emergency Operations Center is 2,000 sq. ft.;
replacing 41 light fixtures with LEDs would save 3 tons of GHGs per year and save an estimated
$12,000 per year in energy costs (compared to a current bill of $12,307).
10. Fire Station #62: 249 Harbor Way — If this 3,200 sq ft. fire station replaced 84 light fixtures with
LEDs, it could reduce GHG emissions by 3 tons per year, and save an estimated $6,000 (compared
to a current total energy bill of $10,046).
11. Westborough Recreational Building: 2380 Galway Drive —This 10,000 sq. ft. building is a multi -use
facility with two large reception rooms and seating up to 150 for gatherings and special events.
Replacing 209 light fixtures with LEDs would cause a reduction of 4 tons of GHGs per year and save
an estimated $5,000 (compared to a current bill of $7,342).
12. Fire Station #64: 2350 Galway Drive —This 3,200 sq. ft. fire station could reduce their GHG
emissions by 2 tons per year and lower their energy bill by $2,000 (compared to a current bill of
$6,058) if 97 light fixtures were replaced with LEDs.
13. Buri Buri Park, Hillside Park, and Paradise Valley Park —These parks contain playgrounds, tennis
court, basketball courts, baseball field, a softball field , BBQs & picnic tables, and a dog park.
Replacing 8, 7, and 6 water fixtures respectively will reduce water usage and save water.
14. Alta Loma Park —This park has a basketball & tennis court, playing fields & a playground. Replacing
45 light fixtures with LEDs will reduce GHG emissions by 2 tons per year, and potentially save
$2,000 per year (compared to a current bill of $3,065).
15. Siebecker School — This preschool is a 3,350 sq. ft. building. Replacing 10 water fixtures and
replacing 46 light fixtures with LEDs will reduce GHG emissions by 1 ton per year, and save
approximately $1,000 per year (compared to a current energy bill of $3,742).
Page 2 of 4
EXHIBIT A
16. Small accounts — replacing 65 light fixtures in various locations throughout other municipal
buildings in South San Francisco will also save approximately $20,000 in energy bills.
Project Timeline (as detailed in the project proposal):
In November 2015 the City Issued a Request for Proposal (RFP) for an energy conservation / generation
program. In July 2016 the City entered into a professional services contract with Opterra for Phase I;
completion of an Energy Efficiency Plan for the City's municipal facilities. Throughout the past 16
months Opterra met with City staff, walked all relevant sites, analyzed annual energy expenditures,
estimated costs and savings, and reviewed financing and technologies. Phase II, which includes
implementation / construction of the projects identified in Phase I and monitoring, will be brought back
to City Council for consideration in January 2018, when the Tier 1 Milestone is planned to be complete.
If City Council approves, the project will move forward to Tier 2, with completion anticipated by
December 2018 and completion of the Tier 2 milestone.
Project Deliverables Required for Milestone Payments
The City's project proposal includes 1) LED Fixtures, 2) Solar PV, and 3) Water Fixtures at 18 sites. In
order to be qualify for the Milestone Payments, the City is required to meet each milestone for the LED
fixtures and water fixtures, herein referred to as the "Project."
Tier 1 Milestone Payment - X20,000
To receive the Tier 1 Milestone Payment, the City of South San Francisco must commit to complete the
Project and submit a Tier 1 Milestone Report by December 31, 2018. To meet this milestone, the City
does not have to complete the Project by December 31, 2018. The Tier 1 Milestone Report should
include:
1. Invoice for Tier 1 Milestone Payment.
2. Narrative summarizing the steps taken to obtain approval for the Project. Examples include,
meetings with key staff, audit findings review meetings, analyzing financing options,
presentations to City staff, etc.
3. Proof of Project funding approval by the appropriate level of management per the City's
procurement rules. Examples include authorized resolution by City Council or signed letter by
City Manager or City Council.
4. Updated Project Timeline to complete the Project by December 31, 2018 and meet the Tier 2
Funding Milestone.
Tier 2 Milestone Payment -,$30 000
To receive the Tier 2 Milestone Payment, the City of South San Francisco must provide a Tier 2
Milestone Report. The Tier 2 Milestone Report should include:
1. Invoice for Tier 2 Milestone Payment.
Page 3 of 4
EXHIBIT A
2. Narrative summarizing the steps taken to complete the Project. Examples include, meetings
with key staff, developing or reviewing equipment specifications, contractor procurement,
installation dates, etc.
3. Proof of Project completion. Examples include copies of invoices for purchased equipment,
copies of invoices for installation of equipment, and photos.
Page 4 of 4