HomeMy WebLinkAboutStaff Report 158-05A Request for Proposals (RFP) for the project was posted at the City Hall and on the City
website on September 12, 2004. The below table summarizes the results of the RFP solicitation.
Summary of Solicitation Process
Proposal DescriptionlN umber NameINumber of Proposal here
Proposed Length of Project 16 months
Number of Proposals Mailed 52
Total Days to Respond to Proposal 42
Pre-proposal Meeting Date September 28, 2004
Number of Company Attendees at 24
Pre-proposal Meeting
Number of Proposals Received: 9
Company Name Location (City, State) Selected for oral
interview?
1. Timmons Design Engineers San Francisco, CA Yes
2. Renewable Technologies Inc. Sutter Creek, CA Yes
3. BFGC Architecture San Jose, CA Yes
4. Solar Design Associates Harvard, MA Yes
5. Gelfand Partners Architects San Francisco, CA No
6. Encon Los Altos, CA No
7. ATI San Jose, CA No
8. J. Schripsema & Associates San Francisco, CA No
9. Solar Engineering Industries, Inc. Pasadena, CA No
Range of Proposal Amounts $75,000 to $287,000
Submitted
An evaluation committee consisting of staff members from the Public Works Engineering
Division and Utilities Departments reviewed the nine proposals received. Four fIrms were
invited to participate in oral interviews on December 13, 2004. The committee carefully
reviewed each fIrm's qualifIcations and submittal in response to the criteria identifIed in the RFP.
The criteria used to select the recommended fIrm included experience designing photovoltaic
systems, project management strengths and qualifications, design aesthetics and technical
expertise. Timmons Design Engineers was selected because it has extensive photovoltaic and
green-building design experience and was deemed superior to the other fIrms interviewed.
RESOURCE IMPACT
In FY 2003-04, the City was granted $1.4 million by the Department of Energy for photovoltaic
installations on public buildings with matching funds provided by the City Utility Department
PV Partners program, for a total of $2.8 million.
CMR:158:05 Page 2 00
ENVIRONMENTAL REVIEW
In February 2004, representatives from the Department of Energy visited the City and worked
with staff to select appropriate locations for the photovoltaic system installations. The sites
selected are the Baylands Interpretive Center, the Municipal Employee Center north employee
parking lot and the Cubberley Community Center. These sites may change upon further analysis
of the cost-benefits of each selected installation. On May 20, 2004, staff brought the potential
sites to the ARB for a preliminary 'review. Each photovoltaic installation will be subject to either
minor or major ARB reviews, depending on the photovoltaic systems selected and their visibility
on the facilities under consideration. .
Appropriate environmental review for the Photovoltaic Demonstration Project will be prepared
by Planning Department staff
ATTACHMENTS
Attachment A: Contract (including Scope of Services) ~ 1-PREPARED BY:
DEPARTMENT HEAD:
CITY MANAGER APPROVAL:
CMR:158:05
KAREN BENGARD
][nJ,1?U
GLENN ROBERTS
Director of Public Works
~.~ ~~SON .
Assistant City Manager
Page 3 of3
SECTION 2. TERM. The term of this Agreement shall be
from the date of its full execution through completion of the
Services unless terminated earlier pursuant to Section 21 of this
Agreement.
SECTION 3. SCHEDULE OF PERFORMANCE. Time is of the
essence in the performance of Services under this Agreement.
CONSULTANT shall complete the. Services wi thin the term of this
Agreement and in accordance with the schedule set forth in Exhibit
"B", attached to and made a part lof this Agreement. Any Se,rvices
for which times for performance are not specified in this Agreement
shall be commenced and completed by CONSULTANT in a re'asonablY
prompt and timely manner based upon the circumstances and direction
communicated to the CONSULTANT. CITY's agreement to extend the
term or the schedule for performance shall not preclude recovery of
damages for delay if the extension is required due to the fault of
CONSULTANT.
SECTION 4. NOT TO EXCEED COMPENSATION. The compensation
to be paid to CONSULTANT for performance of the Services described
in Exhibit "A", including both payment for professional services
and reimbursable expenses, shall not exceed Two Hundred Forty Nine
Thousand Four Hundred Thirty Five Dollars ($249,435.00). In the
event Additional Services are authorized, the total compensation
for services and reimbursable expenses shall not exceed Two Hundred
Seventy Four Thousand Three Hundred Seventy Nine Dollars
($274,379.00). The applicable rates and schedule of payment are
set out in Exhibit "C", ent.itled "COMPENSATION," which is attached
to and made a part of this Agreement.
Addi tional Services, if any, shall be authorized in
accordance with and subj ect to the provisions of Exhibit "C".
CONSULTANT shall not receive any compensation for Additional
Services performed without the prior written authorization of CITY.
Additional Services shall mean any work that is determined by CITY
to be necessary for the proper completion of the Project, but which
is not included within the Scope of Services described in Exhibit
"A".
SECTION 5. INVOICES. In order to request payment,
CONSULTANT shall submit monthly invoices to the CITY describing the
services performed and the applicable charges (including an
identification of personnel who performed the services, hours
worked, hourly rates, and reimbursable expenses), based upon the
CONSULTANT's billing rates (set forth in Exhibit "C"). If
applicable, the invoice shall . also describe the percentage of
completion of each task. The information in CONSULTANT's payment
requests shall be subject to verification by CITY.
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construction budget, CONSULTANT shall make recommendations to the
CITY for aligning the PROJECT design with the budget, incorporate
CITY approved recommendations, and revise the design to meet the
Project budget, at no additional cost to CITY .
. SECTION 10. INDEPENDENT CONTRACTOR. It is understood and
agreed that in performing the Services under this Agreement
CONSULTANT, and any person employed by or contracted with
CONSULTANTto furnish labor andlor materials under this Agreement,
shall act as and be an independent contractor and not an agent or
employee of the CITY. The manner and means of conducting the
Services are the responsibility of and under the control of
CONSULTANT, except to the extent they are limited by applicable law
and the express terms of this· Agreement.
CONSULTANT will be responsible for employing or engaging
all persons necessary to perform the Services. All contractors and
employees of CONSULTANT are deemed to be under CONSULTANT'S
exclusive direction and control. ,CONSULTANT shall be responsible
for their performance.
SECTION 11. ASSIGNMENT. The parties agree that the
expertise and experience of CONSULTANT are material considerations
for this Agreement. CONSULTANT shall not assign or transfer any
interest in this Agreement nor the performance of any of
CONSULTANT's obligations hereunder without the prior written
consent of the city manager. Consent to one assignment will not be
deemed to be consent to any subsequent assignment. Any assignment
made without the approval of the city manager will be void.
SECTION 12. SUBCONTRACTING. Notwithstanding Section 11
above, CITY agrees that subconsultants may be used to complete the
Services. The subconsultants authorized by CITY to perform work on
this Project are:
1. Arkin Tilt Architects Architects that are
providing the architectural design portion of
Project.
CONSULTANT shall be responsible for directing the work of
the subconsultants and for any compensation due to subconsultants.
CITY assumes no responsibility whatsoever concerning such
compensation. CONSULTANT shall be fully responsible to CITY for
all acts and omissions of a subconsul tant. CONSULTANT shall
change or add subconsultants only with the prior approval'of the
city manager or his designee.
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equivalents ( collectively "Plans") developed pursuant to this
Agreement:
15.2.1.: CITY shall have the right to reproduce and
use the Plans for purposes of the project that is the subject of
this Agreement, including, but not limited to, any use associated
with construction, reconstruction, modification, management,
maintenance, and renovation of the project.
15.2.2. CITY shall have the right to reproduce,
use and modify the PLANS, or portions thereof, in the design and
construction of any other future CITY project. CITY acknowledges
that CONSULTANT does not warrant the suitability of the PLANS for
reuse other than as needed for the Project that is the subject of
this AGREEMENT.
15.2.3. The right of the CITY to modify and reuse
the PLANS pursuant to this Subsection ,15.2. is subj ect to the
provisions of California Business and Professions Code Sections
5536.25, 6735, 6735.3 or 6735.4, whichever is applicable.
SECTION 16. AUDITS. CONSULTANT will permit CITY to
audit, at any reasonable time during the term of this Agreement and
for three (3) years thereafter, CONSULTANT's records pertaining to
matters covered by this Agreement. CONSULTANT further agrees to
maintain and retain such records for at least three (3) years after
the expiration or earlier termination of this Agreement.
SECTION 17. INDEMNITY. To the fullest extent permitted
by law, CONSULTANT shall protect, indemnify, defend and hold
harmless CITY, its Council members, officers, employees and agents
(each an "Indemnified Party") from and against any and all demands,
claims, or liability of any nature, including death or injury to
any person, property damage or any other loss, including all costs
and expenses of whatever nature including attorneys fees, experts
fees, court costs and disbursements' ("Claims") resulting from,
arising out of or in any manner related to performance or
nonperformance by CONSULTANT, its officers, employees, agents or
contractors under this Agreement, regardless of whether or not it
is caused in part by an Indemnified Party.
Notwithstanding the above, nothing in this Section 17
shall be construed to require CONSULTANT to indemnify an
Indemnified Party from Claims arising from the active negligence,
sole negligence or willful misconduct of an Indemnified Party.
The acceptance of CONSULTANT's services and duties by
CITY shall not operate as a waiver of the right of indemnification.
The provisions of this Section 17 shall survive the expiration or
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fee for the most costly of the three sites listed above. If the Alternate Site presents a more
complex and time-consuming design than the most costly site above, the additional fee
would come from the Additional Services budget.
3. Scope of Work Subject
General Task
TOE shall provide architectural services, including conceptual design, schematic design,
design development, construction documents, and construction administration for the Palo
Alto PV Project. TOE shall meet with City staff to discuss and plan the project tasks and
schedule.
Design Tasks
Using Due Professional Care: ,
a. All design work shall meet the provisions of the 2001 California Building Code and
applicable City of Palo Alto Ordinances and Standards.
b. TDE will provide the services of a licensed professional to analyze roof loading and
building requirements. This includes any engineering or architectural work needed
to modify an existing building to accommodate the PV system.
c. TOE shall design a PV system to maximize the use of the solar resource at each
site.
d. TOE shall prepare and present completed conceptual designs to staff and the
Architectural Review Board (ARB) for review(s) before proceeding to schematic
design. TDE shall make any design revisions !1ecessary as a result of these
reviews.
e. TOE shall prepare and present completed design development plans to staff for
review before proceeding to the construction documents phase. TOE will make any
design revisions necessary as a result of these reviews.
f. TOE shall provide progress prints of the design at the agreed design phases,
anticipated at Design Development Phase, 50%, 90% and Final Completion of
design.
g. TOE shall provide draft project specifications for City review during the Design
Development Phase. TOE shall incorporate any revisions to the specifications
requested by City staff and shall then produce final project specifications.
h. TOE shall provide itemized opinion of probable construction costs at the conclusion
of the conceptual design and construction documents phases.
i. TOE shall assist City staff to obtain building permit(s) for any construction from the
City's Building Department and outside agency permits by furnishing all necessary
plans, specifications and calculations.
j. TOE shall attend a pre-bid conference for interested contractors.
k. TOE shall assist City staff in preparing any addenda.
I. TOE shall assist City staff during the bidding of the construction contract by .
responding to questions from prospective bidders in writing.
m. TOE shall provide training as requested by City staff for purposes of site
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Work Product Submittals
a. In addition to progress prints and materials needed for formal presentations (ARB,
Council, etc.) submittals are required at the following stages for staff review.
1. Design Development (Conceptual Plans): 5 half-size plans sets
2. 50% Plans: 5 half-size plan sets, 5 specifications (CSI format), 5 opinions of
probable construction costs.
3. Final Draft CD (90%): 5 half-size plan sets, 5 full-size plan sets, 5 specifications, '
5 opinion of probable costs
4. Plan Check Submittal: 5 full-size sets, 5 half-size sets, 5 specifications.
5. Project Drawings,and Specifications: provide one set of reproducible mylars and
specifications to the City. City will, at it's own expense, reproduce enough
copies of these documents for construction bidding purposes.
b. Project Specifications shall be in CSI format. TDE shall prepare any technical
sections. City will provide the standard boilerplate (work hours, duration, truck
routes, etc:) ,
, c. Immediately after completion of the construction phase and acceptance by the City,
TOE shall submit to the City on~ complete set of record drawings reflecting as-built
conditions in digital format for archiving. All files shall be delivered in AutoCAD.dwg
format. For each CD delivery, a simple text file will need to accompany the files.
This is called a Metadata file and will include the date of the file, the company name
and contact information, along with the technician who prepared them.
Information To Be Provided By The City
The City will give TOE copies of all record drawings for the proposed sites. Copies of the
record drawings are available at the Public Works Counter, 250 Hamilton Avenue, 6th
Floor.
Design, Engineering and Permitting
TOE shall provide planning, design, engineering, architecture of a solar photovoltaic (PV)
system to utilize the solar resources of Sites 1 through 3. This work includes any building
modifications that may be necessary.
TOE shall design PV systems appropriate for the proposed Sites. TOE with ATA shall take
into consideration, but is not limited to, design aesthetics and compatibility of the proposed
PV system on the existing site, the facilities electrical demand and load pattern, City of
Palo Alto Utility Department interconnection requirements, applicable zoning ordinances
and codes and any other relevant factors. '
At a minimum, TOE shall provide design documents to fully communicate and obtain
approval for the design, includi!1g the following:
• Schematic, Preliminary and Final Designs and related calculations
• Plans and specifications for bidding
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A. Ambient temperature
B. Cell temperature
C. Wind Speed
D. Plane of array solar irradiation
E. AC System power output
As an option Wind Speed and Solar Radiation can be measured at one site and data
shared among all Palo Alto sites. If using this method, Consultant must place solar
radiation sensor in horizontal position, then use algorithm to calculate Plane-of-Array
values for each site.
The DAS shall include a datalogger, high-speed internet communication device, NEMA 4
enclosure, temperature measuring device, anemometer, and solar sensor. Measurement
equipment must be revenue grade.
High Speed access via fiber network is available at sites 1 and 2. Site 3 has fiber
connection at the nearest building, Municipal Service Center building B, which is the
building south of Site 2. The DAS must allow for the option of a real-time I nternet display of
the following information:
A. Instantaneous system output in kW
B. Instantaneous irradiation in watts/square meter.
C. Instantaneous ambient temperature
D. Instantaneous cell temperature
E. Instantaneous wind speed
F. Monthly system output in kWh -any month and month to date
G. Graphical comparison of projected system output to actual output
H. Generate monthly summary report and send via email to City.
I. Provide performance index data: comparison between simulated and actual
data.
K. Provide automatic maintenance flags, via email, when system is out of
operational specification for more than one day.
The DAS shall be designed to have the option to be connected to a free-standing kiosk,
. which will show the real-time display and have touch screen access to other informational
content. The design of the kiosk shall be performed by the City of Palo Alto, but shall be
coordinated with TDE's Scope of Work and incorporated into design plans ..
4. Additional Services
Additional Services include, but are not limited to, additional meetings with City
reviewing boards and additional design needed due to existing design elements not
being visible or presented in As-Built plans. Additional services shall be negotiated and
authorized as described in Exhibit C.
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REIMBURSABLE EXPENSES
CITY shall reimburse CONSULTANT for reimbursable expenses at cost plus
10%. Reimbursable expenses include:
A. Travel outside the San Francisco Bay Area.
B. Costs associated with printing formal submissions beyond the scope
outlined in Exhibit A.
C. Courier and long distance telephone charges.
All requests for payment of expenses shall be accompanied by appropriate
backup information. Any expense anticipated to be more than $250.00 shall
be approved in advance by the City's project manager.
ADDITIONAL SERVICES
The CONSULTANT shall provide additional services only by advanced,
written authorization from the CITY. The CONSULTANT, at the CITY's
project manager's request, shall submit a detailed written proposal including a
description of the scope of services, schedule, level of effort, and
CONSULTANT's proposed maximum compensation, including reimbursable
expense, for such services based on the rates set forth in Exhibit C-1. The
additional services scope, schedule and maximum compensation shall be
negotiated and agreed to in writing by the City's Project Manager and
CONSULTANT prior to commencement of the services. . Payment for
. additional services is subject to all requirements and restrictions in this
Agreement
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