HomeMy WebLinkAboutStaff Report 8308
City of Palo Alto (ID # 8308)
City Council Staff Report
Report Type: Consent Calendar Meeting Date: 8/14/2017
City of Palo Alto Page 1
Summary Title: Contract Amendment 3 for Integrated Design 360
Title: Approval of Contract Amendment Number 3 to Contract Number
C15154454 With Integrated Design 360 for Green Building Program
Management Services and Landscape Plan Review and Consulting Services
for a Term Extension of one Year and Increasing Compensation for Ongoing
and Approved Work With Development Services and Optional Tasks by
$376,744 for a Total Not-to-Exceed Amount of $1,255,005
From: City Manager
Lead Department: Development Services Department
Recommendation
Staff recommends that Council authorize the City Manager or his designee to approve
Amendment No. 3 to contract C15154454 with Integrated Design 360 to extend the
term one year through August 31, 2018 and increase the contract limit by $376,744 to
an amount not to exceed $1,255,005.
Executive Summary
This action is necessary to extend existing Green Building Program, non-residential and
residential landscape review, advance energy efficiency studies and consulting services
for one year and amend scope to include technical coordination with Sustainability and
Utilities for energy efficiency and Urban Forestry for plan check in coordination with the
Urban Forest Master Plan.
The consultant has nearly completed the existing two year contract. Past experience
with the City’s Green Building program, including non-residential landscape projects,
uniquely positions the consultant to extend the term and expand the scope of the
existing contract and maintain current Green Building programs, policy creation and
training.
Background
Following a competitive solicitation and selection process, Council approved a consulting
contract with Integrated Design 360 on September 8th, 2014 (Staff Report 4986) to
implement and manage the City’s Green Building Program and provide landscape review
City of Palo Alto Page 2
services for non-residential projects.
In January, 2016, Council approved Amendment No. 1 with Integrated Design 360 to
expand the scope of the contract to include project management and analysis services
associated with an Electrification Feasibility Study to be completed by December 31,
2016 (Staff Report 6297).
Amendment No. 2, approved by Council on April 18, 2016 (Staff Report 6675),
extended the existing Green Building services and review of non-residential project
plans by one year and expanded the scope to include review of residential project plans
in accordance with the Emergency Building Standards within the 2013 California Green
Building Standards Code for Outdoor Potable Water Use Reduction Section 4.304.1.
Discussion
Amendment No. 3 allows for continued work on Green Building efforts with existing
programs, training, and the expanded landscape review of commercial, multi-family
and single family residential projects. The scope would further expand to include
technical coordination with Urban Forestry for plan check efforts allocated toward Urban
Forestry Master Plan criteria review. The total amount of the contract also includes the
capacity for optional additional services for special projects in collaboration with the
Office of Sustainability and the Utilities Department. These additional services are
anticipated to cost $100,800, if authorized. Should the departments choose to exercise
the optional tasks; staff will provide Council with an informational staff report.
A more detailed scope of the consultant responsibilities is outlined as follows:
A. Green Building Tasks
1. Existing Program Implementation Assistance - Provide program implementation
assistance tasks for the existing green building program in accordance with local
and State requirements and staff protocol.
2. Metrics Management/Reporting – Provide detailed quantitative analysis that
measures how effective the Green Building program is per the Building
Performance Database and provide reporting data for the Service Efforts and
Accomplishments (SEA) Report and the Earth Day Report.
3. Quality Control Maintenance - Develop processes and best practices for tasks
identified at various stages of the development process. The various city
departments where these best practices should be implemented include
Planning, Project Coordination, Plan Check, Inspections, and Utilities
Coordination.
4. Webpages and Handouts - Develop clearly defined paths that are user friendly
City of Palo Alto Page 3
that guide the applicant through the process from start to finish. These paths will
be readily accessible either through access to the Green Building web page
and/or handouts that are available for distribution from the Development Center.
5. On-Going Training - Continue to explore ways to help make Palo Alto a leader in
environmental sustainability. This involves a proactive approach with all relevant
City Departments including but not limited to, Planning, Building, Utilities, and
Public Works. Ongoing training shall also be available to outside stakeholders
when the opportunity presents itself.
6. Policy Review and Creation - Collaborate with stakeholder groups in the review of
existing and creation of new green building and energy efficiency policies and
guidelines that forward the city’s vision to be a leader in sustainable
development.
B. Landscape Review Tasks
7. Commercial, Multi-Family, and Single-Famlly Review - Review landscape and
irrigation plans in accordance with the City’s landscape water efficiency
standards to ensure that projects are consistent with the State Green Building
Standards Code (CALGreen) and the Urban Forest Master Plan. Serve as a source
of technical expertise to City staff for questions and/or issues relating to
appropriate irrigation design and efficiencies.
Landscape Coordination Management - Provide technical coordination and perform
facilitation services to Development Services in response to Executive Order B-29-15
regarding the California State Drought and the Urban Forest Master Plan. Provide
landscape water use technical expertise and strategy consulting to senior management.
Resource Impact
Sufficient funding for this contract amendment is available through the adjustment of
Green Building and Landscape Review fees set forth in the Fiscal Year 2018 Municipal
Fee Schedule, adopted by Council on June 27, 2017. Additional resources related to
energy efficency and sustainability will be in coordination with the Utility Department.
Future funding needs will be brought forth as part of the annual budget process and is
subject to Council approval.
Environmental Review
Approval of this contract is not a project requiring review under the California
Environmental Quality Act (CEQA).
Attachments:
Amendment No 1 to Integrated Design 360 (ID# 6297)
Amendment No 2 to Integrated Design 360 (ID# 6675)
Amendment No 3 Integrated Design 360
City of Palo Alto Page 4
Green Building Consulting Services Proposal_City of Palo Alto_Extension
City of Palo Alto (ID # 6297)
City Council Staff Report
Report Type: Consent Calendar Meeting Date: 1/11/2016
City of Palo Alto Page 1
Summary Title: Amendment No. 1 to Integrated Design 360 Contract
Title: Approval of Contract Amendment Number 1 to Contract Number
C15154454 with Integrated Design 360 for Project Management and Analysis
Services Associated With an Electrification Feasibility Study, and Adoption of
Budget Amendment Ordinance in the Amount of $145,000
From: City Manager
Lead Department: Development Services Department
Recommendation
Staff recommends that Council authorize the City Manager or his designee to approve
amendment No. 1 of contract #C15154454 with Integrated Design 360 to increase the
contract limit by $66,732 to an amount not to exceed $512,726 to provide project
management and analysis services associated with the electrification feasibility study
and to extend the term three months through December 31, 2016. Staff further
recommends that Council approve a Budget Amendment Ordinance to increase funding
in the amount of $145,000, offset by a decrease to the Budget Stabilization Reserve,
relating to all consultancy services identified as part of Council approved Electrification
work plan.
Executive Summary
These actions are necessary to conduct a feasibility study to explore residential and
commercial building code changes for new construction and remodeling projects to
expedite electrification in Palo Alto, as identified within Task #4 of the Council-approved
Electrification Work Plan (Staff Report #5961). This work plan item will require a total
budget amendment ordinance of $145,000, of which $66,732 is necessary to amend the
Integrated Design contract to include project management and analysis, and
approximately $80,000 is necessary for additional consultancy services. Specifically, the
additional consultancy services relate to requirement of an electrical engineering firm to
support cost estimation and engineering judgment analysis and an energy engineering
firm specializing in providing cost-effectiveness studies in accordance with California
Energy Commission (CEC) regulations.
Background
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On December 15, 2014, Council approved a City Council Colleagues Memo (Colleagues
Memo) that directed staff to develop an initial report on the resources and timeframes
required to evaluate four “fuel-switching”, or “electrification”, topics:
1) prospective programs and incentives that would result in the use of electrical
devices to replace those using natural gas;
2) possible building code changes to require, where feasible, the use of electrical
appliances in the construction and renovation of residential and commercial
buildings;
3) possible changes to utility rate structures that would not penalize fuel-switching;
and
4) evaluation of additional strategies to support the addition of electric vehicles.
On February 2, 2015, Council approved a two-phase work plan to prepare a report
responsive to the Colleagues Memo (Staff Report 5463). The first phase of the work
plan, approved by Council on August 17th, 2015 (Staff Report 5961), determined the
scope of the analysis and identified any staff and/or consulting resources required to
complete the task. This staff report relates to consultancy assistance necessary to
complete Task #4 (“explore possible building code changes”) identified in the Phase I
work plan.
The second phase of the work plan will provide detailed analysis of the measures
identified in the first phase and the development of an implementation plan.
Discussion
As part of the approved Phase I work plan, Task #4 explores potential building code
changes as part of the evaluation and technical feasibility of implementing electrification
projects and programs. Activities and deliverables include:
1) Study the feasibility of including heat pump water heaters (HPWH) installations
as part of the Calgreen Tier 1 and Tier 2 elective or pre--requisite criteria1;
2) Study the feasibility of including heat pump space heating installations as part of
Calgreen Tier 1 and Tier 2 elective or pre--requisite criteria;
3) Study the feasibility of requiring sufficient electrical panel capacity and outlets to
accommodate the electrification of the house in the future;
4) Study and seek permission from the California Energy Commission (CEC) to
remove certain requirements that impeded electrification (such as a case--by-
-case cost effectiveness analysis) to permit installation of heat--pump based
heating appliances;
1 Calgreen Tier 1 and Tier 2 is the building code structure used for permitted building projects in Palo Alto under
Green Building Ordinance 5324. This structure enables Development Services to streamline the enforcement of
local amendments to the Green Building Code.
City of Palo Alto Page 3
5) Work with other interested parties to lobby CEC to consider carbon content (in
addition to energy efficiency) of building energy systems when updating building
energy codes for the 2019 code update cycle (effective 2020);
6) Explore potential scenarios for an expedited permitting program for projects
pursing electrification; and
7) Identify resources required to administer an expedited permit program for
projects pursuing electrification.
The recommended contract amendment and budget amendment ordinance are
necessary to proceed with Task #4 of the Electrification Work Plan. Staff anticipates a
formal report detailing results of this analysis by December 31, 2016.
Resource Impact
This action requires a budget amendment ordinance to increase the Development
Services operating budget by a total of $145,000 which will be offset by a
corresponding decrease to the Budget Stabilization Reserve.
Environmental Analysis
Approval of this contract amendment with Integrated Design 360 and adoption of the
related Budget Amendment Ordinance are not projects under the California
Environmental Quality Act (CEQA).
Attachments:
C15154454 CONTRACT AMENDMENT NO 1 (PDF)
BAO XXXX - Integrated 360 Design Contract Amendment 1 (DOCX)
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AMENDMENT NO. 1 TO CONTRACT NO. C15154454 BETWEEN THE CITY OF PALO ALTO AND
INTEGRATED DESIGN 360, LLC.
This Amendment No. 1 to Contract No. C15154454 (“Contract”) is entered into 7th day of December,
2015, by and between the CITY OF PALO ALTO, a California chartered municipal corporation (“CITY”),
and INTEGRATED DESIGN 360, LLC. a California limited liability company, located at 727 Industrial
Road, Suite 128, San Carlos, California, 94070, Telephone (415) 866-6744 ("CONSULTANT").
R E C I T A L S
A. The Contract was entered into between the parties for the provision of assistance to
manage the Green Building Program.
B. The CITY intends to extend the term and increase the compensation for additional
services to include an Electrification Feasibility Study per Exhibit “A” Scope of Services
C. The parties wish to amend the Contract.
NOW, THEREFORE, in consideration of the covenants, terms, conditions, and provisions
of this Amendment, the parties agree:
SECTION 1. Section 2 Term, is hereby amended to read as follows:
“The term of this Agreement shall be from the date of its full execution through December
31, 2016 unless terminated earlier pursuant to Section 19 of this Agreement.”
SECTION 2. Section 4 COMPENSATION, is hereby amended to read as follows:
“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 Three
Hundred Sixty One Thousand Six Hundred Four Dollars ($361,604.00). In the event
Additional Services are authorized, the total compensation for Services, Additional
Services and reimbursable expenses shall not exceed Five Hundred Twelve Thousand
Seven Hundred Twenty Six Dollars ($512,726.00). The applicable rates and schedule of
payment are set out in Exhibit “C-1”, entitled “HOURLY RATE SCHEDULE,” which is
attached to and made a part of this Agreement.
Additional Services, if any, shall be authorized in accordance with and subject 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”.”
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SECTION 3. The following exhibit(s) to the Contract is/are hereby amended to read as set
forth in the attachment(s) to this Amendment, which are incorporated in full by this reference:
a. Exhibit “A” entitled “SCOPE OF SERVICES”.
b. Exhibit “B” entitled “SCHEDULE Of PERFORMANCE”.
c. Exhibit “C” entitled “COMPENSATION”.
d. Exhibit “C1” entitled “HOURLY RATE SCHEDULE”.
SECTION 4. Except as herein modified, all other provisions of the Contract, including any
exhibits and subsequent amendments thereto, shall remain in full force and effect.
IN WITNESS WHEREOF, the parties have by their duly authorized representatives
executed this Amendment on the date first above written.
CITY OF PALO ALTO
APPROVED AS TO FORM:
INTEGRATED DESIGN 360, LLC.
Attachments:
EXHIBIT "A" :SCOPE OF SERVICES
EXHIBIT "B" :SCHEDULE OF PERFORMANCE
EXHIBIT "C" :COMPENSATION
EXHIBIT "C1" :HOURLY RATE SCHEDULE
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EXHIBIT “A” SCOPE OF SERVICES
CONSULTANT shall provide professional services for CITY’s Green Building program. The
CONSULTANT shall help manage the City’s Green Building program to help assist CITY with its
continued efforts to be a leader in environmental sustainability. CONSULTANT shall integrate and
manage sustainable building practices for local municipalities. CONSULTANT shall conduct landscape
and irrigation plan reviews in accordance with the City’s landscape water efficiency standards.
The CONSULTANT shall assist staff with the implementation and management of the City’s Green
Building program. The CONSULTANT shall include a level of quality control of Green Building Program
Management coupled with CITY personnel performing Green Building Quality Assurance as a portion of
CONSULTANT’s duties. The CONSULTANT shall primarily execute the Green Building program and
operations task list which includes:
A. Existing Program Implementation Assistance
B. Metrics Management and Reporting
C. Quality Control Maintenance
D. Develop Green Building Program Process Handouts E. Ongoing Training
F. Policy Review and Creation
G. Graphic Media Support of Program
H. Landscape Water Efficiency Plan Review (Additional Service)
A. Existing Program Implementation Assistance
Provide program implementation assistance tasks for the existing green building program in
accordance with CITY staff requirements. Examples of these tasks may include the items listed
below:
Response to requests to clear for Final Inspection
Approval of permit applications (residential and non-residential)
Explanation of requirements to applicants Reminders for final GP and LEED
certificates, Commissioning reports, receive and enter final certs, administer fines
when overdue
Program efficiency improvement
Integration with entire permitting system and individual staff members, as well as
inter-departmental sustainability efforts (i.e.; landscape water efficiency review,
C&D, zero waste)
Program Development, goals, updates, implementation
Data entry and management for statistics and annual report
Community Education on sustainability Plan review including but not limited to
residential and commercial planning and building permit applications.
B. Metrics Management and Reporting Provide detailed quantitative analysis that measures how effective the Green Building program is
per the following:
Building Performance Database - Develop performance metrics information provided
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by applicant at Permit Issuance and Final Inspection stage of building permit.
SEA Report – Compile standard report for fiscal year data for Green Building for
annual SEA Report.
Earth Daye Report – Compile standard report for fiscal year data for green building
Annual Earth Day Report.
C. Quality Control Maintenance
Develop process and best practices for tasks identified at various stages of the development
process. The various city departments where these best practices should be implemented include:
Planner Quality Control
Project Coordinator Quality Control
Plan Checker Quality Control
Inspector Quality Control
Utilities Quality Control
D. Develop Green Building Program Process Web Page and Handouts
Develop clearly defined paths that are user friendly that guide the applicant through the process
from start to finish. These paths will be readily accessible either through access to CITY’s Green
Building web page and/or handouts that are available for distribution from CITY’s Development
Center.
E. Ongoing Training
Continue to explore ways to help make Palo Alto a leader in environmental sustainability. This
involves a proactive approach with all relevant City Departments including but not limited to,
Planning, Building, Utilities, and Public Works. Ongoing training shall also be available to
outside stakeholders when the opportunity presents itself.
F. Policy Review and Creation Collaborate with stakeholder groups in the review of existing and creation of new green building
policies and guidelines that forward the city’s vision to be a leader in sustainable development.
CONSULTANT is expected to draw on best in class examples and latest advances in technology to
promote this agenda. CONSULTANT shall use exceptional writing and communication skills to
craft and articulate these policies and guidelines.
G. Graphic Media Support of Program
Develop and maintain web content for the Green Building webpage within the Development
Services department webpage. Develop tutorial based videos explaining the Green Building
process including, requirements, forms, timelines, inspections, etc..
H. Landscape Water Efficiency Plan Review (Additional Service) Review landscape and irrigation plans in accordance with the City’s landscape water efficiency
standards to ensure that projects are consistent with the State Green Building Standards Code
(CALGreen). Serve as a source of technical expertise to City staff for questions and/or issues
relating to appropriate irrigation design and efficiencies.
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AMENDMENT NO. 1: ADDITIONAL SCOPE OF SERVICES
A. GOALS
Consultant shall provide technical project management and analysis consulting services to support
Development Services in conducting a feasibility study to explore residential and commercial building
code changes to assist in expediting electrification for buildings within Palo Alto. The scope of work
is identified within Task #4 of the electrification work plan staff report #5961. The “Activities and
Deliverables” section of this proposal follows the contents of Task #4. CONSULTANT shall structure
the project into three sections:
Project Management and Technical Analysis:
CONSULTANT will act as the project manager on behalf of Development Services and will facilitate two other firms to complete the work outlined in this proposal. The two other consulting firms shall include the “Outside Consultants” listed below. CONSULTANT
shall facilitate these outside consultants to produce the results listed under “Activities and
Deliverables”. CONSULTANT will work closely with the Director of Development
Services, the Chief Building Official, and the Chief Sustainability Officer on this project.
Outside Consultant #1: Electrical Engineering Design Judgment & Cost Estimation: An electrical engineering firm with the capacity to provide engineering judgment analysis
and cost estimation. The primary team member from Outside Consultant #1 shall be a licensed Professional Engineer (PE) in the State of California.
Outside Consultant #2: Cost-Effectiveness Study Energy Engineering: An energy engineering firm with specialization in performing a cost-effectiveness study in
accordance with Section 10-106 of the California Code of Regulations, Title 24, Part 1.
B. ACTIVITIES & DELIVERABLES
The intent of the study is to provide a high level assessment of the technical feasibility of
electrification, and the associated code requirements. The activities and deliverables associated with
this Statement of Work focus on researching and identifying technical requirements related to
electrification for building types under the jurisdiction of the Building Standards Commission (BSC).
CONSULTANT will project manage and coordinate the team from beginning to end and will provide
regular updates to City Staff on the progress. CONSULTANT will facilitate the two other firms
involved in this study to produce the intended result.
ACTIVITIES:
1. Support Staff in the Project Initiation for the Electrification Study:
Assist Staff in developing the project plan, schedule, and initiating the consulting project team for
the purposing of completing the Electrification Study elements in Task #4. Assist staff to develop a
scope of work for the “Outside Consultants”. Assist Staff to identify potential firms to solicit
proposals for “Outside Consultant 1” and “Outside Consultant 2”. Act as the project manager to
support “Outside Consultant 1” and “Outside Consultant 2” to deliver the study of engineering
judgment, hard costs, and cost-effectiveness.
2. Conduct the Electrification Study Elements in Task #4
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a. Study the feasibility of including heat pump water heaters (HPWH) installations as part
of the Calgreen Tier 1 and Tier 2 elective or pre-requisite criteria.
Project Management and Technical Analysis: Develop key “prototype” project scenarios
based on building type data gathered from City resources including GIS, assessor data, and
permit data. Report on the feasibility of including HPWH installations for CALGreen Tier
1 and Tier 2 criteria in the areas of policy development, enforcement, and staff training.
Manage Outside Consultant #1 to produce the following: Feasibility study containing
narrative analysis on the 2016 California Electrical Code engineering design elements and
judgment scenarios for the project type scenarios. The study would outline the impact for
the case of both a Tier “elective” policy and a Tier “pre-requisite” aka “mandated” policy.
Outline cost-estimates for the electrification of key project types.
Manage Outside Consultant #2 to produce the following: Feasibility study containing a
cost-effective analysis of the “prototype” scenarios in accordance with the California
Energy Commission requirements for local energy reach code ordinance development. The study would outline the impact for the case of the mandated “pre-requisite” policy.
b. Study the feasibility of including heat pump space heating installations as part of
Calgreen Tier 1 and Tier 2 elective or pre-requisite criteria.
Project Management and Technical Analysis: Develop key “prototype” project scenarios
based on building type data gathered from City resources including GIS, assessor data, and
permit data. Report on the feasibility of including heat pump space heating as CALGreen
Tier 1 and Tier 2 criteria in the areas of policy development, enforcement, and staff
training.
Manage Outside Consultant #1 to produce the following: Feasibility study containing
engineering design elements and judgment scenarios for the project type scenarios for heat
pump space heating installations. The study would outline the impact for the case of Tier
elective policy and Tier mandatory policy. Outline cost-estimates for the electrification of
key project types.
Manage Outside Consultant #2 to produce the following: Feasibility study containing a
cost-effective analysis of the “prototype” scenarios for heat pump space heating in
accordance with the California Energy Commission requirements for local energy reach
code ordinance development.
C. Study the feasibility of requiring sufficient electrical panel capacity and outlets to
accommodate the electrification of the house in the future.
Project Management and Technical Analysis: Report on the feasibility of including
requiring sufficient electrical panel capacity and outlets to accommodate the electrification
of residential structures with regards to identifying code sections to amend for policy
development, enforcement, and staff training.
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Manage Outside Consultant #1 to produce the following: Feasibility study containing
engineering design and judgment narratives describing the impact or requiring sufficient
electrical panel capacity and outlets to accommodate the electrification of a typical
residential structure. Provide cost estimations for electrical panel capacity for applicable
residential prototypes. Provide code sections that needed to be amended to of the California
Electrical Code to result in achieving this result.
Manage Outside Consultant #2 to produce the following: Feasibility study containing a
cost-effective analysis of the residential “prototype” scenarios for requiring sufficient
electrical panel capacity and outlets to accommodate the electrification of a residential
structure in accordance with the California Energy Commission requirements for local
energy reach code ordinance development.
d. Study and seek permission from the California Energy Commission (CEC) to remove
certain requirements that impeded electrification (such as a case-by-case cost effectiveness analysis) to permit installation of heat-pump based heating appliances.
Project Management and Technical Analysis: Participate in the continued
correspondence with the California Energy Commission with regards to easing the permit
process for installation of heat pump water heaters. Update internal “fuel-switching”
inspection checklist. Manage Outside Consultant #2 to identify California Energy Code
requirements that impede electrification.
Manage Outside Consultant #2 to produce the following: Feasibility study containing a
summary of barriers California Energy Commission requirements for local energy reach
code ordinance development for the 2016 code cycle.
e. Work with other interested parties to lobby CEC to consider carbon content (in addition
to energy efficiency) of building energy systems when updating building energy codes for the 2016 code update cycle (effective 2017).
Project Management and Technical Analysis: Facilitate the continued correspondence with the California Energy Commission with regards considering carbon content of building energy systems when updating building energy codes for
the 2016 code cycle update (effective 2017).
f. Research and analyze the necessary components for a permitting process and field inspection protocol to support electrification.
Project Management and Technical Analysis: Support upper management in
developing proposed personnel modifications and training required for the plan check
staff and inspection staff to support the electrification of buildings.
g. Explore potential scenarios for an expedited permitting program for projects pursing
electrification. Work with staff to identify resources required to administer an expedited permit program for projects pursuing electrification.
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Project Management and Technical Analysis: Support upper management in
exploring opportunities for an expedited permit program to support the electrification
of buildings.
3. Assist Development Services in meeting the requirements of the Chief Sustainability Officer.
Assist Development Services Staff in supporting the Chief Sustainability Officer in the overall delivery of the Electrification Study to the City Council related to the elements in Task #4.
4. Deliver the Electrification Study Elements in Task #4
Assist Staff in preparing and presenting to the City Council on the findings of Task #4. Prepare a Staff
Report, and upload all required supporting documentation to MinuteTraq. Attend and provide
technical support to staff during the City Council meeting.
DELIVERABLES:
Draft RFP language to assist staff in soliciting Consultant #1 and Consultant #2
Prototype scenarios for typical building projects based on past permit data
Formal report detailing the results of the Electrification Study
Written responses to email inquiries
Staff Report
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EXHIBIT “B”
SCHEDULE OF PERFORMANCE
CONSULTANT shall perform the Services so as to complete each milestone within Quarter/Year as
specified below. The time to complete each milestone may be increased or decreased by mutual written
agreement of the project managers for CONSULTANT and CITY so long as all work is completed within
the term of the Agreement.
1. Existing Program Implementation Assistance
Development Center Counter Green Building Forms & Handouts (Q1, 2015)
Green Building Plan Check Standards (Q1, 2015)
Green Building Inspection Checklist (Q1, 2015)
Green Building Training Microsoft Powerpoints (Q1, 2015)
Staff Reports (As needed)
2. Metric Management and Reporting
Report narratives for Earth Day and SEA Report (Q4, 2014, 2015)
Annual Database Output Data, Charts, and Graphs for Earth Day Report and SEA
Report (Q4, 2014, 2015)
Database login access (Q3, 2015)
Database information for the Information Technology Department (Q3, 2015)
3. Quality Control Maintenance
Development Center Green Building Ordinance Procedures (Q4, 2014)
Correspondence with staff and the public via email (On-going)
Meeting Notes (As needed)
4. Webpage and Handout
Website content (Q4, 2014 and Q4, 2015)
Informal Videos to be stored on Vimeo (Q2, 2015 and Q2, 2016)
5. On-Going Training
Staff Training PowerPoints (One Per Quarter starting Q1,2015)
Informal Training Videos for New Staff (Using Jing or Camtasia Software) - (Q1, 2015
through Q2, 2016 - One Per Quarter)
Public Training Powerpoints (One Per Quarter starting Q1, 2015)
6. Policy Review and Creation
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New green building ordinance criteria in collaboration with Technical Advisory Group
(Q4, 2014)
Policy Development Agendas and Meeting Notes (On-going)
Technical Analysis and Staff Reports (As needed)
AMENDMENT NO. 1 SCHEDULE OF PERFORMANCE
The schedule for completing the activities presented TBD
in EXHIBIT “A” Scope of Services
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EXHIBIT “C”
COMPENSATION
The CITY agrees to compensate the CONSULTANT for professional services performed in
accordance with the terms and conditions of this Agreement, and as set forth in the budget
schedule below. Compensation shall be calculated based on the hourly rate schedule attached
as exhibit C-1 up to the not to exceed budget amount for each task set forth below.
The compensation to be paid to CONSULTANT under this Agreement for all services
described in Exhibit “A” (“Basic Services”) and reimbursable expenses shall not exceed
$294,872.00. CONSULTANT agrees to complete all Basic Services, including reimbursable
expenses, within this amount. In the event CITY authorizes any Additional Services, the
maximum compensation shall not exceed $445,994.00. Any work performed or expenses
incurred for which payment would result in a total exceeding the maximum amount of
compensation set forth herein shall be at no cost to the CITY.
CONSULTANT shall perform the tasks and categories of work as outlined and budgeted
below. The CITY’s Project Manager may approve in writing the transfer of budget amounts
between any of the tasks or categories listed below provided the total compensation for Basic
Services, including reimbursable expenses, does not exceed $294,872.00 and the total
compensation for Additional Services does not exceed $151,122.00.
BUDGET SCHEDULE NOT TO EXCEED AMOUNT
Task 1 $129,006.50
(Existing Program Implementation)
Task 2 $36,859.00
(Metric Management & Reporting)
Task 3 $55,288.50
(Quality Control Maintenance)
Task 4 $36,859.00
(Webpages & Handouts)
Task 5 $18,429.50
(On-Going Training)
Task 6 $18,429.50
(Policy Review & Creation)
Sub-total Basic Services $294,872.00
AMENDMENT NO. 1
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12 Revision April 28, 2014
Task 1 $16,080.00
(2015 4 Months)
Task 1 $50,652.00
( 2016 12 Months)
Sub-total Amendment No 1 $66,732.00
Reimbursable Expenses $0.00
Total Basic Services, Amendment No. 1 $361,604.00
& Reimbursable expenses
Additional Services (Not to Exceed) $151, 122.00
Maximum Total Compensation $512,726.00
REIMBURSABLE EXPENSES
The administrative, overhead, secretarial time or secretarial overtime, word processing,
photocopying, in-house printing, insurance and other ordinary business expenses are included
within the scope of payment for services and are not reimbursable expenses. CITY shall
reimburse CONSULTANT for the following reimbursable expenses at cost. Expenses for
which CONSULTANT shall be reimbursed are: None
All requests for payment of expenses shall be accompanied by appropriate backup information.
Any expense anticipated to be more than $0.00 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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EXHIBIT “C-1” HOURLY RATE SCHEDULE
Principal/Senior Program Manager
(Rates Reflect a 5% Annual Increase)
1st Year (4 months Aug – Dec 2014) $145.00
2nd Year (12 months Jan – Dec 2015) $152.25 3rd Year (8 months Jan – Aug 2016) $159.86
Scope Labor Categories Est. Hours/Mo Hourly Rate*** Extended Rate Totals
Task 1 - Existing Program Implementation
2014 Rate (4 months
Sept-Dec)
Principal/Senior PM 35 $145.00 $20,300.00
2015 Rate (12 months
Jan-Dec)
Principal/Senior PM 35 $152.25 $63,945.00
2016 Rate (8 months
Jan-Aug)
Principal/Senior PM 35 $159.86 $44,761.50
Total Not to Exceed Task 1 $129,006.50
Task 2 - Metrics Management and Reporting**
2014 Rate (4 months
Sept-Dec)
Principal/Senior PM 10 $145.00 $5,800.00
2015 Rate (12 months
Jan-Dec)
Principal/Senior PM 10 $152.25 $18,270.00
2016 Rate (8 months
Jan-Aug)
Principal/Senior PM 10 $159.86 $12,789.00
Total Not to Exceed Task 2 $36,859.00
Task 3 - Quality Control Maintenance
2014 Rate (4 months
Sept-Dec)
Principal/Senior PM 15 $145.00 $8,700.00
2015 Rate (12 months
Jan-Dec)
Principal/Senior PM 15 $152.25 $27,405.00
2016 Rate (8 months
Jan-Aug)
Principal/Senior PM 15 $159.86 $19,183.50
Total Not to Exceed Task 3 $55,288.50
Task 4 - Webpages and Handouts*
2014 Rate (4 months
Sept-Dec)
Principal/Senior PM 10 $145.00 $5,800.00
2015 Rate (12 months
Jan-Dec)
Principal/Senior PM 10 $152.25 $18,270.00
2016 Rate (8 months
Jan-Aug)
Principal/Senior PM 10 $159.86 $12,789.00
Total Not to Exceed Task 4 $36,859.00
Task 5 - On-Going Training*
2014 Rate (4 months
Sept-Dec)
Principal/Senior PM 5 $145.00 $2,900.00
2015 Rate (12 months
Jan-Dec)
Principal/Senior PM 5 $152.25 $9,135.00
2016 Rate (8 months
Jan-Aug)
Principal/Senior PM 5 $159.86 $6,394.50
Total Not to Exceed Task 5 $18,429.50
Task 6 - Policy Review and Creation
2014 Rate (4 months
Sept-Dec)
Principal/Senior PM 5 $145.00 $2,900.00
2015 Rate (12 months
Jan-Dec)
Principal/Senior PM 5 $152.25 $9,135.00
2016 Rate (8 months
Jan-Aug)
Principal/Senior PM 5 $159.86 $6,394.50
Total Not to Exceed Task 6 $18,429.50
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Summary Totals
Total Not To Exceed Amount for 2 Years $294,872.00
* Indicates the projected hours would be increased to complete initial work. Number in table represents an average number of hours over 12
months.
**Workload would increase during the months of January and February to prepare for the Earth Day Report and SEA Report.
***Hourly rates are subject to a 5% increase each January
ADDITIONAL SERVICES
Scope Labor Categories Est. Hours Hourly Rate*** Extended Rate Totals
Additional Services - Landscape Review
2014 Rate (4 months Sept-Dec) Principal/Senior PM 41 $145.00 $23,780.00
2015 Rate (12 months Jan-Dec) Principal/Senior PM 41 $152.25 $74,907.00
2016 Rate (8 months Jan-Aug) Principal/Senior PM 41 $159.86 $52,434.90
Total Not to Exceed Additional Services $151,121.90
**Workload would increase during the months of January and February to prepare for the Earth Day Report and SEA Report.
***Hourly rates are subject to a 5% increase each January
* Indicates the projected hours would be increased to complete initial work. Number in table represents an average number of hours over 12
months. AMENDMENT No. 1: Hourly Rate Schedule
Summary Additional Services Totals
Total Not To Exceed Amount for 2 Years $151,121.90
DocuSign Envelope ID: 832B43C1-F49C-46AB-9C6D-F0CC035EF3B0
NOT YET ADOPTED
1
6297/sg Revised November 30, 2015
Ordinance No. XXXX
ORDINANCE OF THE COUNCIL OF THE CITY OF PALO ALTO AMENDING THE BUDGET
FOR FISCAL YEAR 2016 TO PROVIDE AN ADDITIONAL APPROPRIATION OF $145,000
FROM THE BUDGET STABILIZATION RESERVE TO THE DEVELOPMENT SERVICES
DEPARTMENT TO PROVIDE ADDITIONAL RESOURCES FOR THE ELECTRIFCATION
FEASIBILITY STUDY
The Council of the City of Palo Alto does ORDAIN as follows:
SECTION 1. The Council of the City of Palo Alto finds and determines as follows:
A. Pursuant to the provisions of Section 12 of Article III of the Charter of the City of
Palo Alto, the Council on June 15, 2015 did adopt a budget for fiscal year 2016; and
B. On September 8, 2014 the City Council approved a contract with Integrated
Design 360 to assist Staff with the implementation and management of the City’s Green
Building Program through September 2016; and
C. On December 15, 2014, the City Council approved a Colleagues Memo Regarding
Climate Action Plan Implementation Strategy to Reduce Use of Natural Gas and Gasoline
Through “Fuel Switching” to Carbon-free Electricity; and
D. On February 2, 2015, the City Council approved Staff’s work plan in response to
the City Council Colleagues Memo to encourage utility customers to switch from natural gas
and gasoline to electricity where appropriate and to reduce the obstacles to such fuel
switching; and
E. Additional resources are necessary to provide project management, analysis, and
additional consultancy services related to the exploration of potential building code changes as
part of the evaluation of implementing electrification projects and programs.
SECTION 2. Therefore, the sum of One Hundred Forty Five Thousand dollars
($145,000) is hereby appropriated to the Development Services Department offset by a
decrease to the Budget Stabilization Reserve.
SECTION 3. As provided in Section 2.04.330 of the Palo Alto Municipal Code, this
ordinance shall become effective upon adoption.
SECTION 4. The actions taken in this ordinance do not constitute a project requiring
environmental review under the California Environmental Quality Act (CEQA).
//
//
NOT YET ADOPTED
2
6297/sg Revised November 30, 2015
INTRODUCED AND PASSED: Enter Date Here
AYES:
NOES:
ABSENT:
ABSTENTIONS:
NOT PARTICIPATING:
ATTEST:
____________________________ ____________________________
City Clerk Mayor
APPROVED AS TO FORM: APPROVED:
____________________________ ____________________________
Deputy City Attorney City Manager
____________________________
Director of Administrative Services
____________________________
Director of Development Services
City of Palo Alto (ID # 6675)
City Council Staff Report
Report Type: Consent Calendar Meeting Date: 4/18/2016
City of Palo Alto Page 1
Summary Title: Amendment No. 2 to Integrated Design 360
Title: Approval of Contract Amendment No. 2 to C15154454 with Integrated
Design 360 for Residential Landscape Plan Review and Landscape Permitting
Consultancy Services and Term Extension of One Year Adding $365,535 for a
Not to Exceed Amount of $878,261
From: City Manager
Lead Department: Development Services Department
Recommendation
Staff recommends that Council authorize the City Manager or his designee to approve
Amendment No. 2 to contract C15154454 with Integrated Design 360 to extend the
term one year through August 31, 2017 and increase the contract limit by $365,535 to
an amount not to exceed $878,261.
Executive Summary
This action is necessary to extend existing Green Building Program and non-residential
landscape review consultancy services one year and amend scope to include residential
landscape review and landscape permitting services necessary for compliance with the
Emergency Building Standards for Outdoor Potable Water Use and Executive Order B-
29-15, relating to the California state drought.
The consultant has completed nearly half of the existing two year contract, where
experience with non-residential landscape projects uniquely positions the consultant to
extend the term and expand the scope of the existing contract to include plan review of
residential projects and management of a landscape permitting process.
Background
Following a competitive solicitation and selection process, Council approved a consulting
contract with Integrated Design 360 on September 8th, 2014 (Staff Report 4986) to
implement and manage the City’s Green Building Program and provide landscape review
services for non-residential projects.
In January, 2016, Council approved Amendment No. 1 with Integrated Design 360 to
City of Palo Alto Page 2
expand the scope of the contract to include project management and analysis services
associated with an Electrification feasibility study to be completed by December 31,
2016 (Staff Report 6297).
The proposed amendment extends the existing Green Building services and review of
non-residential project plans by one year and expands the scope to include review of
residential project plans in accordance with the Emergency Building Standards within
the 2013 California Green Building Standards Code for Outdoor Potable Water Use
Reduction Section 4.304.1. The total anticipated cost of these extensions and
expansions of scope is $365,535:
The additional cost to extend Green Building consulting services through August
31, 2017 is $165,741.
The additional cost to extend both residential and non-residential plan check
reviews, though dependent on actual time and materials, is anticipated to be
$134,318.
Finally, the proposed amendment further expands the scope of services to
include technical coordination and permit facilitation services for all landscape
projects in response to Executive Order B-29-15, ensuring that procedures and in
place and required data collected and reported to the Department of Water
resources. These expanded services, though dependent on actual time and
materials, are anticipated to cost $65,476.
A more detailed scope of the consultant responsibilities is outlined as follows:
A. Landscape Plan Check Review Services for Residential Projects
Provide Landscape Plan Review consulting services for new residential construction to
support Development Services in enforcing the Emergency Building Standards for
Outdoor Potable Water Use set forth by the Housing and Community Development
(HCD) department, effective June 1st.
Activities
1. Perform Plan Review Services for Residential Projects
Review project plans and supplemental documentation in accordance with the
Emergency Building Standards within the 2013 California Green Building
Standards Code for Outdoor Potable Water Use Reduction Section 4.304.1. The
review shall be conducted in accordance with the measures outlined within the
Model Water Efficient Landscape Ordinance (MWELO) for water budgeting and
irrigation design. Designate each project as “Approved” or “Not Approved” and
City of Palo Alto Page 3
update Accela Automation for each permit applications.
2. Issue Correction Comments, Respond to Questions
Based on the criteria submitted for review by the project applicant, prepare a
formal letter containing a summary of corrections to the project applicant, if
applicable. Answer questions via phone and email regarding the criteria for
correcting the submittal.
3. Review Revisions and Resubmittals
Review revision and resubmittal documents and project plans in accordance with
the Emergency Building Standards for Outdoor Potable Water Use Reduction
Section 4.304.1 for Outdoor Potable Water Use in Landscape Areas.
B. Landscape Permitting to Support Executive Order B-29-15
Provide technical coordination and perform permit facilitation services to Development
Services in response to Executive Order B-29-15 regarding the California State Drought.
Provide landscape water use technical expertise and strategy consulting to senior
management.
Activities
1. Create Permit Procedures, Web Content and Forms
Strategy and Technical Assistance for Landscape Permit Development
Assist Development Services Director, the Chief Building Official, and related
leadership to create policies and procedures for a Landscape Permit.
Develop Forms, Worksheet and Web Content for Landscape Permit
Provide technical writing services to develop web content to support the
landscape permit on the Development Services webpage. Develop forms and
worksheets to support the landscape permit. Upload the forms and
worksheets to the webpage.
2. Provide Permit Technician Services for the Landscape Permit
Administer Landscape Permit for Landscape Projects
Administer and manage the Landscape Permit process for the City of Palo
Alto. Support staff will be available to the public to process necessary
landscape permit paperwork and documentation.
3. Metrics Management and Submission to Department of Water Resources
City of Palo Alto Page 4
Collect and Submit Necessary Metrics to the Department of Water Resources
Collect required data by Executive Order B2915 regarding water use
information on landscape projects for each permit. Compile and submit
required data to the Department of Water Resources for the initial reporting
period of (February 1, 2016 – February 28th, 2016). After the initial reporting
period is completed and accepted, submit annual reports at the end of each
calendar year to the Department of Water Resources.
Resource Impact
Sufficient funding is available within the Development Services department’s FY2016
budget to cover the additional consultant costs of $365,535. Salary savings and
unencumbered contract dollars will be used to fund the increase to the contract this
fiscal year. Future funding needs will be brought forth as part of the annual budget
process subject to council approval. In addition, staff will bring forward
recommendations to implement Landscape Review fees to achieve cost neutrality as
part of the Fiscal Year 2017 annual budget process.
Environmental Review
The approval of this contract amendment is not a project for the purposes of the
California Environmental Quality Act (CEQA) and therefore no environmental review is
required.
Attachments:
C15154454 CONTRACT AMENDMENT NO 2 (PDF)
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AMENDMENT NO. 2 TO CONTRACT NO. C15154454 BETWEEN THE CITY OF PALO ALTO AND
INTEGRATED DESIGN 360, LLC.
This Amendment No. 2 to Contract No. C15154454 (“Contract”) is entered into 18th day of April, 2016,
by and between the CITY OF PALO ALTO, a California chartered municipal corporation (“CITY”), and
INTEGRATED DESIGN 360, LLC. a California limited liability company, located at 727 Industrial Road,
Suite 128, San Carlos, California, 94070, Telephone (415) 866-6744 ("CONSULTANT").
R E C I T A L S
A. The Contract was entered into between the parties for the provision of assistance to
manage the Green Building Program.
B. The CITY intends to extend the term and increase the compensation by $365,535.00
from $512,726.00 to $878,261.00 for additional services as specified per Exhibit “A” Scope of Services.
C. The parties wish to amend the Contract.
NOW, THEREFORE, in consideration of the covenants, terms, conditions, and provisions
of this Amendment, the parties agree:
SECTION 1. Section 2 Term, is hereby amended to read as follows:
“The term of this Agreement shall be from the date of its full execution through August 31,
2017 unless terminated earlier pursuant to Section 19 of this Agreement.”
SECTION 2. Section 4 COMPENSATION, is hereby amended to read as follows:
“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 Seven
Hundred Twenty Seven Thousand One Hundred Thirty Nine Dollars ($727,139.00). In the
event Additional Services are authorized, the total compensation for Services, Additional
Services and reimbursable expenses shall not exceed Eight Hundred Seventy Eight
Thousand Two Hundred Sixty One Dollars ($878,261.00). The applicable rates and
schedule of payment are set out in Exhibit “C-1”, entitled “HOURLY RATE
SCHEDULE,” which is attached to and made a part of this Agreement.
Additional Services, if any, shall be authorized in accordance with and subject 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”.”
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Revision April 28, 2014
SECTION 3. The following exhibit(s) to the Contract is/are hereby amended to read as set
forth in the attachment(s) to this Amendment, which are incorporated in full by this reference:
a. Exhibit “A” entitled “SCOPE OF SERVICES”.
b. Exhibit “B” entitled “SCHEDULE Of PERFORMANCE”.
c. Exhibit “C” entitled “COMPENSATION”.
d. Exhibit “C1” entitled “HOURLY RATE SCHEDULE”.
SECTION 4. Except as herein modified, all other provisions of the Contract, including any
exhibits and subsequent amendments thereto, shall remain in full force and effect.
IN WITNESS WHEREOF, the parties have by their duly authorized representatives
executed this Amendment on the date first above written.
CITY OF PALO ALTO
APPROVED AS TO FORM:
INTEGRATED DESIGN 360, LLC.
Attachments:
EXHIBIT "A" :SCOPE OF SERVICES
EXHIBIT "B" :SCHEDULE OF PERFORMANCE
EXHIBIT "C" :COMPENSATION
EXHIBIT "C1" :HOURLY RATE SCHEDULE
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Principal
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Revision April 28, 2014
EXHIBIT “A” SCOPE OF SERVICES
CONSULTANT shall provide professional services for CITY’s Green Building program. The
CONSULTANT shall help manage the City’s Green Building program to help assist CITY with its
continued efforts to be a leader in environmental sustainability. CONSULTANT shall integrate and
manage sustainable building practices for local municipalities. CONSULTANT shall conduct landscape
and irrigation plan reviews in accordance with the City’s landscape water efficiency standards.
The CONSULTANT shall assist staff with the implementation and management of the City’s Green
Building program. The CONSULTANT shall include a level of quality control of Green Building Program
Management coupled with CITY personnel performing Green Building Quality Assurance as a portion of
CONSULTANT’s duties. The CONSULTANT shall primarily execute the Green Building program and
operations task list which includes:
A. Existing Program Implementation Assistance
B. Metrics Management and Reporting
C. Quality Control Maintenance
D. Develop Green Building Program Process Handouts E. Ongoing Training
F. Policy Review and Creation
G. Graphic Media Support of Program
H. Landscape Water Efficiency Plan Review (Additional Service)
A. Existing Program Implementation Assistance
Provide program implementation assistance tasks for the existing green building program in
accordance with CITY staff requirements. Examples of these tasks may include the items listed
below:
Response to requests to clear for Final Inspection
Approval of permit applications (residential and non-residential)
Explanation of requirements to applicants Reminders for final GP and LEED
certificates, Commissioning reports, receive and enter final certs, administer fines
when overdue
Program efficiency improvement
Integration with entire permitting system and individual staff members, as well as
inter-departmental sustainability efforts (i.e.; landscape water efficiency review,
C&D, zero waste)
Program Development, goals, updates, implementation
Data entry and management for statistics and annual report
Community Education on sustainability Plan review including but not limited to
residential and commercial planning and building permit applications.
B. Metrics Management and Reporting Provide detailed quantitative analysis that measures how effective the Green Building program is
per the following:
Building Performance Database - Develop performance metrics information provided
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Revision April 28, 2014
by applicant at Permit Issuance and Final Inspection stage of building permit.
SEA Report – Compile standard report for fiscal year data for Green Building for
annual SEA Report.
Earth Daye Report – Compile standard report for fiscal year data for green building
Annual Earth Day Report.
C. Quality Control Maintenance
Develop process and best practices for tasks identified at various stages of the development
process. The various city departments where these best practices should be implemented include:
Planner Quality Control
Project Coordinator Quality Control
Plan Checker Quality Control
Inspector Quality Control
Utilities Quality Control
D. Develop Green Building Program Process Web Page and Handouts
Develop clearly defined paths that are user friendly that guide the applicant through the process
from start to finish. These paths will be readily accessible either through access to CITY’s Green
Building web page and/or handouts that are available for distribution from CITY’s Development
Center.
E. Ongoing Training
Continue to explore ways to help make Palo Alto a leader in environmental sustainability. This
involves a proactive approach with all relevant City Departments including but not limited to,
Planning, Building, Utilities, and Public Works. Ongoing training shall also be available to
outside stakeholders when the opportunity presents itself.
F. Policy Review and Creation Collaborate with stakeholder groups in the review of existing and creation of new green building
policies and guidelines that forward the city’s vision to be a leader in sustainable development.
CONSULTANT is expected to draw on best in class examples and latest advances in technology to
promote this agenda. CONSULTANT shall use exceptional writing and communication skills to
craft and articulate these policies and guidelines.
G. Graphic Media Support of Program
Develop and maintain web content for the Green Building webpage within the Development
Services department webpage. Develop tutorial based videos explaining the Green Building
process including, requirements, forms, timelines, inspections, etc..
H. Landscape Water Efficiency Plan Review (Additional Service) Review landscape and irrigation plans in accordance with the City’s landscape water efficiency
standards to ensure that projects are consistent with the State Green Building Standards Code
(CALGreen). Serve as a source of technical expertise to City staff for questions and/or issues
relating to appropriate irrigation design and efficiencies.
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AMENDMENT NO. 1: ADDITIONAL SCOPE OF SERVICES
A. GOALS
Consultant shall provide technical project management and analysis consulting services to support
Development Services in conducting a feasibility study to explore residential and commercial building
code changes to assist in expediting electrification for buildings within Palo Alto. The scope of work
is identified within Task #4 of the electrification work plan staff report #5961. The “Activities and
Deliverables” section of this proposal follows the contents of Task #4. CONSULTANT shall structure
the project into three sections:
Project Management and Technical Analysis: CONSULTANT will act as the project manager on behalf of Development Services and will facilitate two other firms to complete the work outlined in this proposal. The two other
consulting firms shall include the “Outside Consultants” listed below. CONSULTANT
shall facilitate these outside consultants to produce the results listed under “Activities and
Deliverables”. CONSULTANT will work closely with the Director of Development
Services, the Chief Building Official, and the Chief Sustainability Officer on this project.
Outside Consultant #1: Electrical Engineering Design Judgment & Cost Estimation: An electrical engineering firm with the capacity to provide engineering judgment analysis
and cost estimation. The primary team member from Outside Consultant #1 shall be a licensed Professional Engineer (PE) in the State of California.
Outside Consultant #2: Cost-Effectiveness Study Energy Engineering: An energy engineering firm with specialization in performing a cost-effectiveness study in
accordance with Section 10-106 of the California Code of Regulations, Title 24, Part 1.
B. ACTIVITIES & DELIVERABLES
The intent of the study is to provide a high level assessment of the technical feasibility of
electrification, and the associated code requirements. The activities and deliverables associated with
this Statement of Work focus on researching and identifying technical requirements related to
electrification for building types under the jurisdiction of the Building Standards Commission (BSC).
CONSULTANT will project manage and coordinate the team from beginning to end and will provide
regular updates to City Staff on the progress. CONSULTANT will facilitate the two other firms
involved in this study to produce the intended result.
ACTIVITIES:
1. Support Staff in the Project Initiation for the Electrification Study:
Assist Staff in developing the project plan, schedule, and initiating the consulting project team for
the purposing of completing the Electrification Study elements in Task #4. Assist staff to develop a
scope of work for the “Outside Consultants”. Assist Staff to identify potential firms to solicit
proposals for “Outside Consultant 1” and “Outside Consultant 2”. Act as the project manager to
support “Outside Consultant 1” and “Outside Consultant 2” to deliver the study of engineering
judgment, hard costs, and cost-effectiveness.
2. Conduct the Electrification Study Elements in Task #4
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Revision April 28, 2014
a. Study the feasibility of including heat pump water heaters (HPWH) installations as part
of the Calgreen Tier 1 and Tier 2 elective or pre-requisite criteria.
Project Management and Technical Analysis: Develop key “prototype” project scenarios
based on building type data gathered from City resources including GIS, assessor data, and
permit data. Report on the feasibility of including HPWH installations for CALGreen Tier
1 and Tier 2 criteria in the areas of policy development, enforcement, and staff training.
Manage Outside Consultant #1 to produce the following: Feasibility study containing
narrative analysis on the 2016 California Electrical Code engineering design elements and
judgment scenarios for the project type scenarios. The study would outline the impact for
the case of both a Tier “elective” policy and a Tier “pre-requisite” aka “mandated” policy.
Outline cost-estimates for the electrification of key project types.
Manage Outside Consultant #2 to produce the following: Feasibility study containing a
cost-effective analysis of the “prototype” scenarios in accordance with the California
Energy Commission requirements for local energy reach code ordinance development. The study would outline the impact for the case of the mandated “pre-requisite” policy.
b. Study the feasibility of including heat pump space heating installations as part of
Calgreen Tier 1 and Tier 2 elective or pre-requisite criteria.
Project Management and Technical Analysis: Develop key “prototype” project scenarios
based on building type data gathered from City resources including GIS, assessor data, and
permit data. Report on the feasibility of including heat pump space heating as CALGreen
Tier 1 and Tier 2 criteria in the areas of policy development, enforcement, and staff
training.
Manage Outside Consultant #1 to produce the following: Feasibility study containing
engineering design elements and judgment scenarios for the project type scenarios for heat
pump space heating installations. The study would outline the impact for the case of Tier
elective policy and Tier mandatory policy. Outline cost-estimates for the electrification of
key project types.
Manage Outside Consultant #2 to produce the following: Feasibility study containing a
cost-effective analysis of the “prototype” scenarios for heat pump space heating in
accordance with the California Energy Commission requirements for local energy reach
code ordinance development.
C. Study the feasibility of requiring sufficient electrical panel capacity and outlets to
accommodate the electrification of the house in the future.
Project Management and Technical Analysis: Report on the feasibility of including
requiring sufficient electrical panel capacity and outlets to accommodate the electrification
of residential structures with regards to identifying code sections to amend for policy
development, enforcement, and staff training.
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Manage Outside Consultant #1 to produce the following: Feasibility study containing
engineering design and judgment narratives describing the impact or requiring sufficient
electrical panel capacity and outlets to accommodate the electrification of a typical
residential structure. Provide cost estimations for electrical panel capacity for applicable
residential prototypes. Provide code sections that needed to be amended to of the California
Electrical Code to result in achieving this result.
Manage Outside Consultant #2 to produce the following: Feasibility study containing a
cost-effective analysis of the residential “prototype” scenarios for requiring sufficient
electrical panel capacity and outlets to accommodate the electrification of a residential
structure in accordance with the California Energy Commission requirements for local
energy reach code ordinance development.
d. Study and seek permission from the California Energy Commission (CEC) to remove
certain requirements that impeded electrification (such as a case-by-case cost effectiveness analysis) to permit installation of heat-pump based heating appliances.
Project Management and Technical Analysis: Participate in the continued
correspondence with the California Energy Commission with regards to easing the permit
process for installation of heat pump water heaters. Update internal “fuel-switching”
inspection checklist. Manage Outside Consultant #2 to identify California Energy Code
requirements that impede electrification.
Manage Outside Consultant #2 to produce the following: Feasibility study containing a
summary of barriers California Energy Commission requirements for local energy reach
code ordinance development for the 2016 code cycle.
e. Work with other interested parties to lobby CEC to consider carbon content (in addition
to energy efficiency) of building energy systems when updating building energy codes for the 2016 code update cycle (effective 2017).
Project Management and Technical Analysis: Facilitate the continued correspondence with the California Energy Commission with regards considering carbon content of building energy systems when updating building energy codes for
the 2016 code cycle update (effective 2017).
f. Research and analyze the necessary components for a permitting process and field inspection protocol to support electrification.
Project Management and Technical Analysis: Support upper management in
developing proposed personnel modifications and training required for the plan check
staff and inspection staff to support the electrification of buildings.
g. Explore potential scenarios for an expedited permitting program for projects pursing
electrification. Work with staff to identify resources required to administer an expedited permit program for projects pursuing electrification.
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Project Management and Technical Analysis: Support upper management in
exploring opportunities for an expedited permit program to support the electrification
of buildings.
3. Assist Development Services in meeting the requirements of the Chief Sustainability Officer.
Assist Development Services Staff in supporting the Chief Sustainability Officer in the overall delivery of the Electrification Study to the City Council related to the elements in Task #4.
4. Deliver the Electrification Study Elements in Task #4
Assist Staff in preparing and presenting to the City Council on the findings of Task #4. Prepare a Staff
Report, and upload all required supporting documentation to MinuteTraq. Attend and provide
technical support to staff during the City Council meeting.
DELIVERABLES:
Draft RFP language to assist staff in soliciting Consultant #1 and Consultant #2
Prototype scenarios for typical building projects based on past permit data
Formal report detailing the results of the Electrification Study
Written responses to email inquiries
Staff Report
AMENDMENT NO. 2: ADDITIONAL SCOPE OF SERVICES
EXTENDED SERVICES
Extended Green Building and Landscape Review Consulting Services
Background
CONSULTANT is currently contracted with the City of Palo Alto to perform Green Building
Consulting Services and Landscape Plan Review services. Amendment No. 2 acts to extend these
services for one additional year.
Activities & Deliverables
This activities and deliverable remain unchanged from the original scope of work.
ADDITIONAL SERVICES
Additional Services for Landscape Permit Management and Single--Family Water
Efficient Landscape Review
Background
The City of Palo Alto is currently seeking assistance to help with Landscape Plan Reviews to
ensure the Emergency Building Standards for Outdoor Potable Water Use set forth by the Housing
and Community Development (HCD) Department, effective June 1st, are enforced for new
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residential projects. In addition, the City seeks to develop a Landscape Permit to meet the
requirements of Executive Order B--29--15 related to drought response.
Goals
Single--Family Residential Review: Provide Landscape Plan Review consulting services for new single--family residential construction to support Development Services in enforcing the Emergency Building Standards for Outdoor Potable Water Use effective June 1, 2015.
Landscape Permit Coordination: Provide technical coordination and perform permit
facilitation services to Development Services in response to Executive Order B--29--15
regarding the California State Drought. Provide landscape water use technical expertise and
strategy consulting to senior management.
Activities & Deliverables
Single--Family Residential Landscape Review
ACTIVITIES:
Perform Plan Review Services for Single--Family Residential Projects
Review project plans and supplemental documentation in accordance with the Emergency Building
Standards within the 2013 California Green Building Standards Code for Outdoor Potable Water
Use Reduction Section 4.304.1. The review shall be conducted in accordance with the measures
outlined within the Model Water Efficient Landscape Ordinance (MWELO) for water budgeting
and irrigation design. Designate each project as “Approved” or “Not Approved” and update Accela
Automation for each permit application.
Issue Correction Comments, Respond to Questions
Based on the criteria submitted for review by the project applicant, prepare a formal letter
containing a summary of corrections to the project applicant, if applicable. Answer questions via
phone and email regarding the criteria for correcting the submittal.
Review Revisions and Resubmittals
DELIVERABLES:
“Approved” or “Not Approved” updates in Accela Automation for each permit application
Letter review for each “Not Approved” project containing a clear summary of corrections
Written responses to email inquiries
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Landscape Permit Coordination to Support Executive Order B--29--15
ACTIVITIES:
Support Staff to Create Permit Procedures, Web Content and Forms
Strategy and Technical Assistance for Landscape Permit Development Assist Development
Services Director, the Chief Building Official, and related leadership to create policies and
procedures for a Landscape Permit.
Develop Forms, Worksheet and Web Content for Landscape Permit
Provide technical writing services to develop web content to support the landscape permit on the Development Services webpage. Develop forms and worksheets to support the landscape
permit. Upload the forms and worksheets to the webpage.
Provide Permit Technician Services for the Landscape Permit
Administer Landscape Permit for Landscape Projects
Administer and manage the Landscape Permit process for the City of Palo Alto. Support staff
will be available to the public to process necessary landscape permit paperwork and
documentation.
Metrics Management and Submission to Department of Water Resources
Collect and Submit Necessary Metrics to the Department of Water Resources Collect required data by Executive Order B--29--15 regarding water use information on landscape projects for each permit. Compile and submit required data to the Department of Water
Resources for the initial reporting period of (February 1, 2016 – February 28, 2016). After the
initial reporting period is completed and accepted, submit annual reports at the end of each
calendar year to the Department of Water Resources.
DELIVERABLES:
Landscape Permit Forms, Worksheets, and Web Content
Landscape Permit Data for Submission to the Department of Water Resources
Landscape Permit Content into Accela Automation
Landscape Permit Correspondence with Project Applicants
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EXHIBIT “B”
SCHEDULE OF PERFORMANCE
CONSULTANT shall perform the Services so as to complete each milestone within Quarter/Year as
specified below. The time to complete each milestone may be increased or decreased by mutual written
agreement of the project managers for CONSULTANT and CITY so long as all work is completed within
the term of the Agreement.
1. Existing Program Implementation Assistance
Development Center Counter Green Building Forms & Handouts (Q1, 2015)
Green Building Plan Check Standards (Q1, 2015)
Green Building Inspection Checklist (Q1, 2015)
Green Building Training Microsoft Powerpoints (Q1, 2015)
Staff Reports (As needed)
2. Metric Management and Reporting
Report narratives for Earth Day and SEA Report (Q4, 2014, 2015)
Annual Database Output Data, Charts, and Graphs for Earth Day Report and SEA
Report (Q4, 2014, 2015)
Database login access (Q3, 2015)
Database information for the Information Technology Department (Q3, 2015)
3. Quality Control Maintenance
Development Center Green Building Ordinance Procedures (Q4, 2014)
Correspondence with staff and the public via email (On-going)
Meeting Notes (As needed)
4. Webpage and Handout
Website content (Q4, 2014 and Q4, 2015)
Informal Videos to be stored on Vimeo (Q2, 2015 and Q2, 2016)
5. On-Going Training
Staff Training PowerPoints (One Per Quarter starting Q1,2015)
Informal Training Videos for New Staff (Using Jing or Camtasia Software) - (Q1, 2015
through Q2, 2016 - One Per Quarter)
Public Training Powerpoints (One Per Quarter starting Q1, 2015)
6. Policy Review and Creation
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New green building ordinance criteria in collaboration with Technical Advisory Group
(Q4, 2014)
Policy Development Agendas and Meeting Notes (On-going)
Technical Analysis and Staff Reports (As needed)
AMENDMENT NO. 1 SCHEDULE OF PERFORMANCE
The schedule for completing the activities presented TBD
in EXHIBIT “A” Scope of Services
AMENDMENT NO. 2 SCHEDULE OF PERFORMANCE
The schedule for completing the activities presented TBD
Exhibit “A” Scope of Services will be developed
in cooperation with CITY Staff.
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EXHIBIT “C”
COMPENSATION
The CITY agrees to compensate the CONSULTANT for professional services performed in
accordance with the terms and conditions of this Agreement, and as set forth in the budget
schedule below. Compensation shall be calculated based on the hourly rate schedule attached
as exhibit C-1 up to the not to exceed budget amount for each task set forth below.
CONSULTANT shall perform the tasks and categories of work as outlined and budgeted
below. The CITY’s Project Manager may approve in writing the transfer of budget amounts
between any of the tasks or categories listed below provided the total compensation for Basic
Services, including reimbursable expenses, and the total compensation for Additional
Services, do not exceed the amounts set forth in Section 4 of this Agreement.
BUDGET SCHEDULE NOT TO EXCEED AMOUNT
Task 1 $129,006.50
(Existing Program Implementation)
Task 2 $36,859.00
(Metric Management & Reporting)
Task 3 $55,288.50
(Quality Control Maintenance)
Task 4 $36,859.00
(Webpages & Handouts)
Task 5 $18,429.50
(On-Going Training)
Task 6 $18,429.50
(Policy Review & Creation)
Sub-total Basic Services $294,872.00
AMENDMENT NO. 1
Task 1 $16,080.00
(2015 4 Months)
Task 1 $50,652.00
( 2016 12 Months)
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Sub-total Amendment No 1 $66,732.00
AMENDMENT NO. 2
Task 1 $70,110.88
(Existing Program Implementation)
Task 2 $20,043.80
(Metric Management & Reporting)
Task 3 $29,955.00
(Quality Control Maintenance)
Task 4 $22,717.76
(Webpages & Handouts)
Task 5 $11,457.00
(On-Going Training)
Task 6 $11,457.50
(Policy Review & Creation)
Task 7 $81,274.00
(Commercial Landscape Review)
Task 8 $53,044.00
(Residential Landscape Review)
Task 9 $65,476.00
(Landscape Permit Management)
Sub-total Amendment No 2 $365,535.00
Additional Services (Not to Exceed) $151,122.00
Maximum Total Compensation $878,261.00
REIMBURSABLE EXPENSES
The administrative, overhead, secretarial time or secretarial overtime, word processing,
photocopying, in-house printing, insurance and other ordinary business expenses are included
within the scope of payment for services and are not reimbursable expenses. CITY shall
reimburse CONSULTANT for the following reimbursable expenses at cost. Expenses for
which CONSULTANT shall be reimbursed are: None
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All requests for payment of expenses shall be accompanied by appropriate backup information.
Any expense 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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EXHIBIT “C-1” HOURLY RATE SCHEDULE
Principal/Senior Program Manager
(Rates Reflect a 5% Annual Increase)
1st Year (4 months Aug – Dec 2014) $145.00
2nd Year (12 months Jan – Dec 2015) $152.25 3rd Year (8 months Jan – Aug 2016) $159.86
Scope Labor Categories Est. Hours/Mo Hourly Rate*** Extended Rate Totals
Task 1 - Existing Program Implementation
2014 Rate (4 months
Sept-Dec)
Principal/Senior PM 35 $145.00 $20,300.00
2015 Rate (12 months
Jan-Dec)
Principal/Senior PM 35 $152.25 $63,945.00
2016 Rate (8 months
Jan-Aug)
Principal/Senior PM 35 $159.86 $44,761.50
Total Not to Exceed Task 1 $129,006.50
Task 2 - Metrics Management and Reporting**
2014 Rate (4 months
Sept-Dec)
Principal/Senior PM 10 $145.00 $5,800.00
2015 Rate (12 months
Jan-Dec)
Principal/Senior PM 10 $152.25 $18,270.00
2016 Rate (8 months
Jan-Aug)
Principal/Senior PM 10 $159.86 $12,789.00
Total Not to Exceed Task 2 $36,859.00
Task 3 - Quality Control Maintenance
2014 Rate (4 months
Sept-Dec)
Principal/Senior PM 15 $145.00 $8,700.00
2015 Rate (12 months
Jan-Dec)
Principal/Senior PM 15 $152.25 $27,405.00
2016 Rate (8 months
Jan-Aug)
Principal/Senior PM 15 $159.86 $19,183.50
Total Not to Exceed Task 3 $55,288.50
Task 4 - Webpages and Handouts*
2014 Rate (4 months
Sept-Dec)
Principal/Senior PM 10 $145.00 $5,800.00
2015 Rate (12 months
Jan-Dec)
Principal/Senior PM 10 $152.25 $18,270.00
2016 Rate (8 months
Jan-Aug)
Principal/Senior PM 10 $159.86 $12,789.00
Total Not to Exceed Task 4 $36,859.00
Task 5 - On-Going Training*
2014 Rate (4 months
Sept-Dec)
Principal/Senior PM 5 $145.00 $2,900.00
2015 Rate (12 months
Jan-Dec)
Principal/Senior PM 5 $152.25 $9,135.00
2016 Rate (8 months
Jan-Aug)
Principal/Senior PM 5 $159.86 $6,394.50
Total Not to Exceed Task 5 $18,429.50
Task 6 - Policy Review and Creation
2014 Rate (4 months
Sept-Dec)
Principal/Senior PM 5 $145.00 $2,900.00
2015 Rate (12 months
Jan-Dec)
Principal/Senior PM 5 $152.25 $9,135.00
2016 Rate (8 months
Jan-Aug)
Principal/Senior PM 5 $159.86 $6,394.50
Total Not to Exceed Task 6 $18,429.50
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Summary Totals
Total Not To Exceed Amount for 2 Years $294,872.00
* Indicates the projected hours would be increased to complete initial work. Number in table represents an average number of hours over 12
months.
**Workload would increase during the months of January and February to prepare for the Earth Day Report and SEA Report.
***Hourly rates are subject to a 5% increase each January
ADDITIONAL SERVICES
Scope Labor Categories Est. Hours Hourly Rate*** Extended Rate Totals
Additional Services - Landscape Review
2014 Rate (4 months Sept-Dec) Principal/Senior PM 41 $145.00 $23,780.00
2015 Rate (12 months Jan-Dec) Principal/Senior PM 41 $152.25 $74,907.00
2016 Rate (8 months Jan-Aug) Principal/Senior PM 41 $159.86 $52,434.90
Total Not to Exceed Additional Services $151,121.90
**Workload would increase during the months of January and February to prepare for the Earth Day Report and SEA Report.
***Hourly rates are subject to a 5% increase each January
* Indicates the projected hours would be increased to complete initial work. Number in table represents an average number of hours over 12
months.
AMENDMENT No. 1: Hourly Rate Schedule
Summary Additional Services Totals
Total Not To Exceed Amount for 2 Years $151,121.90
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AMENDMENT No 2. Hourly Rate Schedule
EXTENDED SERVICES
GREEN BUILDING PROGRAM CONSULTING SERVICES
Scope Labor Categories Est. Hours/Mo Hourly Rate*** Extended Rate
Task 1 - Existing Program Implementation
2016 Rate (4 months Sept-Dec) Principal/Senior PM 20 $159.86 $12,788.80
2016 Rate (4 months Sept-Dec) Program Associate 36 $68.25 $9,828.00
2017 Rate (8 months Jan-Aug) Principal/Senior PM 20 $167.85 $26,856.00
2017 Rate (8 months Jan-Aug) Program Associate 36 $71.66 $20,638.08
Total Not to Exceed Task 1 $70,110.88
Task 2 - Metrics Management and Reporting**
2016 Rate (4 months Sept-Dec) Principal/Senior PM 2 $159.86 $1,278.88
2016 Rate (4 months Sept-Dec) Program Associate 19 $68.25 $5,187.00
2017 Rate (8 months Jan-Aug) Principal/Senior PM 2 $167.85 $2,685.60
2017 Rate (8 months Jan-Aug) Program Associate 19 $71.66 $10,892.32
Total Not to Exceed Task 2 $20,043.80
Task 3 - Quality Control Maintenance
2016 Rate (4 months Sept-Dec) Principal/Senior PM 7 $159.86 $4,476.08
2016 Rate (4 months Sept-Dec) Program Associate 19 $68.25 $5,187.00
2017 Rate (8 months Jan-Aug) Principal/Senior PM 7 $167.85 $9,399.60
2017 Rate (8 months Jan-Aug) Program Associate 19 $71.66 $10,892.32
Total Not to Exceed Task 3 $29,955.00
Task 4 - Webpages and Handouts*
2016 Rate (4 months Sept-Dec) Principal/Senior PM 10 $159.86 $6,394.40
2016 Rate (4 months Sept-Dec) Program Associate 10 $68.25 $2,730.00
2017 Rate (8 months Jan-Aug) Principal/Senior PM 5 $167.85 $6,714.00
2017 Rate (8 months Jan-Aug) Program Associate 12 $71.66 $6,879.36
Total Not to Exceed Task 4 $22,717.76
Task 5 - On-Going Training*
2016 Rate (4 months Sept-Dec) Principal/Senior PM 5 $159.86 $3,197.20
2016 Rate (4 months Sept-Dec) Program Associate 5 $68.25 $1,365.00
2017 Rate (8 months Jan-Aug) Principal/Senior PM 3 $167.85 $4,028.40
2017 Rate (8 months Jan-Aug) Program Associate 5 $71.66 $2,866.40
Total Not to Exceed Task 5 $11,457.00
Task 6 - Policy Review and Creation
2016 Rate (4 months Sept-Dec) Principal/Senior PM 5 $159.86 $3,197.20
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2016 Rate (4 months Sept-Dec) Program Associate 5 $68.25 $1,365.00
2017 Rate (8 months Jan-Aug) Principal/Senior PM 3 $167.85 $4,028.40
2017 Rate (8 months Jan-Aug) Program Associate 5 $71.66 $2,866.40
Total Not to Exceed Task 6 $11,457.00
Total Not To Exceed Green Building $165,741.44
EXTENDED SERVICES
COMMERCIAL LANDSCAPE REVIEW
ADDITIONAL SERVICES
LANDSCAPE REVIEW – SINGLE--FAMILY RESIDENTIAL
Scope Labor Categories Est. Hours Hourly Rate*** Extended Rate
Additional Services - Landscape Review
2016 Rate (4 months Sept-Dec) Principal/Senior Program Manager 41 $159.86 $26,217.04
2017 Rate (8 months Jan-Aug) Principal/Senior Program Manager 41 $167.85 $55,055.78
Total Not to Exceed Landscape Review $81,272.82
Scope Labor Categories Est. Hours Hourly Rate**Extended Rate Totals
Residential Landscape Review (2015)*Landscape Reviewer 26 $152.25
Total Estimate Per Month $3,958.50
Total Estimate 2015 (5 months August-Dec)$19,792.50
Residential Landscape Review (2016)*Landscape Reviewer 26 $159.86
Total Not to Exceed 2015 - Per Month $4,156.43
Total Monthly 2016 (8 months Jan-Aug)$33,251.40
Total Not To Exceed Amount $53,043.90
**Hourly rates are subject to a 5% increase each January
* Residential landscape reviews are estimated to take approximatelt 2 hours per project to complete. Estimate is based on 13 new
residential projects submitted for permit each month on average.
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ADDITIONAL SERVICES
LANDSCAPE PERMIT MANAGEMENT
Scope Labor Categories
Est.
Hours
Hourly
Rate*** Extended Rate
Additional Services - Landscape Permit Management
2016 Rate (12 months Jan-Dec) Principal/Senior Program Manager 3 $159.86 $5,754.96
2016 Rate (12 months Jan-Dec) Program Associate 40 $68.25 $32,760.00
2017 Rate (8 months Jan-Aug) Principal/Senior Program Manager 3 $167.85 $4,028.40
2017 Rate (8 months Jan-Aug) Program Associate 40 $71.66 $22,931.20
Total Not to Exceed Landscape Permit $65,474.56
* Indicates the projected hours would be increased to complete initial work. Number in table represents an average number of hours over 12 months.
**Workload would increase during the months of January and February to prepare for the Earth Day Report and SEA Report.
***Hourly rates are subject to a 5% increase each January
DocuSign Envelope ID: 7A7EE23E-2FC8-4697-9824-DEA08E2BF76C
Certificate Of Completion
Envelope Id: 7A7EE23E2FC846979824DEA08E2BF76C Status: Completed
Subject: Please DocuSign this document: C15154454 CONTRACT AMENDMENT NO 2 ay edit (2).pdf
Source Envelope:
Document Pages: 20 Signatures: 1 Envelope Originator:
Certificate Pages: 2 Initials: 0 Christopher Anastole
AutoNav: Enabled
EnvelopeId Stamping: Enabled
Time Zone: (UTC-08:00) Pacific Time (US & Canada)
250 Hamilton Ave
Palo Alto , CA 94301
chris.anastole@cityofpaloalto.org
IP Address: 199.33.32.254
Record Tracking
Status: Original
3/23/2016 8:57:12 AM
Holder: Christopher Anastole
chris.anastole@cityofpaloalto.org
Location: DocuSign
Signer Events Signature Timestamp
melanie jacobson
melanie@integrateddesign360.com
Principal
melanie jacobson
Security Level: Email, Account Authentication
(None)
Using IP Address: 73.158.231.144
Signed using mobile
Sent: 3/23/2016 9:01:24 AM
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Signed: 3/23/2016 6:22:40 PM
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Jessie Deschamps
Jessie.Deschamps@CityofPaloAlto.org
City of Palo Alto
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(None)
Sent: 3/23/2016 6:22:41 PM
Electronic Record and Signature Disclosure:
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Katie Whitley
Katie.Whitley@CityofPaloAlto.org
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Sent: 3/23/2016 6:22:41 PM
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1 Revision April 28, 2014
AMENDMENT NO. 3 TO CONTRACT NO. C15154454
BETWEEN THE CITY OF PALO ALTO AND
INTEGRATED DESIGN 360, LLC.
This Amendment No. 2 to Contract No. C15154454 (“Contract”) is entered into 14th day of August, 2017,
by and between the CITY OF PALO ALTO, a California chartered municipal corporation (“CITY”), and
INTEGRATED DESIGN 360, LLC. a California limited liability company, located at 727 Industrial Road,
Suite 128, San Carlos, California, 94070, Telephone (415) 866-6744 ("CONSULTANT").
R E C I T A L S
A. The Contract was entered into between the parties for the provision of assistance to
manage the Green Building Program.
B. The CITY intends to extend the term and increase the compensation by $376,744.00
from $878,261.00 to $1,255,005.00 for additional services as specified per Exhibit “A” Scope of Services.
C. The parties wish to amend the Contract.
NOW, THEREFORE, in consideration of the covenants, terms, conditions, and provisions
of this Amendment, the parties agree:
SECTION 1. Section 2 Term, is hereby amended to read as follows:
“The term of this Agreement shall be from the date of its full execution through August 31,
2018 unless terminated earlier pursuant to Section 19 of this Agreement.”
SECTION 2. Section 4 COMPENSATION, is hereby amended to read as follows:
“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 Nine Hundred Five Thousand Four Hundred Eighty One
Dollars ($905,481.00). In the event Additional Services are authorized, the total compensation for Services,
Additional Services and reimbursable expenses shall not exceed One Million Two Hundred Fifty Five
Thousand Five Dollars ($1,255,005.00). The applicable rates and schedule of payment are set out in Exhibit
“C-1”, entitled “HOURLY RATE SCHEDULE,” which is attached to and made a part of this Agreement.
Additional Services, if any, shall be authorized in accordance with and subject 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 3. The following exhibit(s) to the Contract is/are hereby amended to read as set
forth in the attachment(s) to this Amendment, which are incorporated in full by this reference:
a. Exhibit “A” entitled “SCOPE OF SERVICES”.
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b. Exhibit “B” entitled “SCHEDULE Of PERFORMANCE”.
c. Exhibit “C” entitled “COMPENSATION”.
d. Exhibit “C1” entitled “HOURLY RATE SCHEDULE”.
SECTION 4. Except as herein modified, all other provisions of the Contract, including any
exhibits and subsequent amendments thereto, shall remain in full force and effect.
IN WITNESS WHEREOF, the parties have by their duly authorized representatives
executed this Amendment on the date first above written.
CITY OF PALO ALTO
APPROVED AS TO FORM:
INTEGRATED DESIGN 360, LLC.
Attachments:
EXHIBIT "A" :SCOPE OF SERVICES
EXHIBIT "B" :SCHEDULE OF PERFORMANCE
EXHIBIT "C" :COMPENSATION
EXHIBIT "C1" :HOURLY RATE SCHEDULE
DocuSign Envelope ID: 84A94857-C3FB-41B7-A734-1D24FC838E87
Principal
melanie jacobson
4 Revision April 28, 2014
EXHIBIT “A”
SCOPE OF SERVICES
CONSULTANT shall provide professional services for CITY’s Green Building program. The
CONSULTANT shall help manage the City’s Green Building program to help assist CITY with its
continued efforts to be a leader in environmental sustainability. CONSULTANT shall integrate and
manage sustainable building practices for local municipalities. CONSULTANT shall conduct landscape
and irrigation plan reviews in accordance with the City’s landscape water efficiency standards.
The CONSULTANT shall assist staff with the implementation and management of the City’s Green
Building program. The CONSULTANT shall include a level of quality control of Green Building Program
Management coupled with CITY personnel performing Green Building Quality Assurance as a portion of
CONSULTANT’s duties. The CONSULTANT shall primarily execute the Green Building program and
operations task list which includes:
Existing Program Implementation Assistance
Metrics Management and Reporting
Quality Control Maintenance
Develop Green Building Program Process Handouts
Ongoing Training
Policy Review and Creation
Graphic Media Support of Program
Landscape Water Efficiency Plan Review (Additional Service)
A. Existing Program Implementation Assistance
Provide program implementation assistance tasks for the existing green building program in
accordance with CITY staff requirements. Examples of these tasks may include the items listed
below:
Response to requests to clear for Final Inspection
Approval of permit applications (residential and non-residential)
Explanation of requirements to applicants Reminders for final GP and LEED
certificates, Commissioning reports, receive and enter final certs, administer fines
when overdue
Program efficiency improvement
Integration with entire permitting system and individual staff members, as well as
inter-departmental sustainability efforts (i.e.; landscape water efficiency review,
C&D, zero waste)
Program Development, goals, updates, implementation
Data entry and management for statistics and annual report
Community Education on sustainability Plan review including but not limited to
residential and commercial planning and building permit applications.
B. Metrics Management and Reporting
Provide detailed quantitative analysis that measures how effective the Green Building program is
per the following:
Building Performance Database - Develop performance metrics information
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providedby applicant at Permit Issuance and Final Inspection stage of building
permit.
SEA Report – Compile standard report for fiscal year data for Green
Building for annual SEA Report.
Earth Daye Report – Compile standard report for fiscal year data for green
building Annual Earth Day Report.
C. Quality Control Maintenance
Develop process and best practices for tasks identified at various stages of the development
process. The various city departments where these best practices should be implemented include:
Planner Quality Control
Project Coordinator Quality Control
Plan Checker Quality Control
Inspector Quality Control
Utilities Quality Control
D. Develop Green Building Program Process Web Page and Handouts
Develop clearly defined paths that are user friendly that guide the applicant through the process
from start to finish. These paths will be readily accessible either through access to CITY’s Green
Building web page and/or handouts that are available for distribution from CITY’s Development
Center.
E. Ongoing Training Continue to explore ways to help make Palo Alto a leader in environmental sustainability. This
involves a proactive approach with all relevant City Departments including but not limited to,
Planning, Building, Utilities, and Public Works. Ongoing training shall also be available to
outside stakeholders when the opportunity presents itself.
F. Policy Review and Creation
Collaborate with stakeholder groups in the review of existing and creation of new green building
policies and guidelines that forward the city’s vision to be a leader in sustainable development.
CONSULTANT is expected to draw on best in class examples and latest advances in technology to
promote this agenda. CONSULTANT shall use exceptional writing and communication skills to
craft and articulate these policies and guidelines.
G. Graphic Media Support of Program
Develop and maintain web content for the Green Building webpage within the Development
Services department webpage. Develop tutorial based videos explaining the Green Building
process including, requirements, forms, timelines, inspections, etc..
H. Landscape Water Efficiency Plan Review (Additional Service) Review landscape and irrigation plans in accordance with the City’s landscape water efficiency standards to ensure that projects are consistent with the State Green Building Standards Code
(CALGreen). Serve as a source of technical expertise to City staff for questions and/or issues
relating to appropriate irrigation design and efficiencies.
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AMENDMENT NO. 1: ADDITIONAL SCOPE OF SERVICES
A. GOALS Consultant shall provide technical project management and analysis consulting services to support
Development Services in conducting a feasibility study to explore residential and commercial building
code changes to assist in expediting electrification for buildings within Palo Alto. The scope of work
is identified within Task #4 of the electrification work plan staff report #5961. The “Activities and
Deliverables” section of this proposal follows the contents of Task #4. CONSULTANT shall structure
the project into three sections:
Project Management and Technical Analysis: CONSULTANT will act as the project manager on behalf of Development Services and will
facilitate two other firms to complete the work outlined in this proposal. The two other consulting
firms shall include the “Outside Consultants” listed below. CONSULTANT shall facilitate these
outside consultants to produce the results listed under “Activities and Deliverables”.
CONSULTANT will work closely with the Director of Development Services, the Chief
Building Official, and the Chief Sustainability Officer on this project.
Outside Consultant #1: Electrical Engineering Design Judgment & Cost Estimation: An
electrical engineering firm with the capacity to provide engineering judgment analysis and cost estimation. The primary team member from Outside Consultant #1 shall be a licensed
Professional Engineer (PE) in the State of California.
Outside Consultant #2: Cost-Effectiveness Study Energy Engineering:
An energy engineering firm with specialization in performing a cost-effectiveness studyin
accordance with Section 10-106 of the California Code of Regulations, Title 24, Part 1.
B. ACTIVITIES & DELIVERABLES The intent of the study is to provide a high level assessment of the technical feasibility of
electrification, and the associated code requirements. The activities and deliverables associated with
this Statement of Work focus on researching and identifying technical requirements related to
electrification for building types under the jurisdiction of the Building Standards Commission (BSC).
CONSULTANT will project manage and coordinate the team from beginning to end and will provide
regular updates to City Staff on the progress. CONSULTANT will facilitate the two other firms
involved in this study to produce the intended result.
ACTIVITIES: 1. Support Staff in the Project Initiation for the Electrification Study:
Assist Staff in developing the project plan, schedule, and initiating the consulting project team for
the purposing of completing the Electrification Study elements in Task #4. Assist staff to develop a
scope of work for the “Outside Consultants”. Assist Staff to identify potential firms to solicit
proposals for “Outside Consultant 1” and “Outside Consultant 2”. Act as the project manager to
support “Outside Consultant 1” and “Outside Consultant 2” to deliver the study of engineering
judgment, hard costs, and cost-effectiveness.
2. Conduct the Electrification Study Elements in Task #4
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a. Study the feasibility of including heat pump water heaters (HPWH) installations as part
of the Calgreen Tier 1 and Tier 2 elective or pre-requisite criteria.
Project Management and Technical Analysis: Develop key “prototype” project scenarios
based on building type data gathered from City resources including GIS, assessor data, and
permit data. Report on the feasibility of including HPWH installations for CALGreen Tier
1 and Tier 2 criteria in the areas of policy development, enforcement, and staff training.
Manage Outside Consultant #1 to produce the following: Feasibility study containing
narrative analysis on the 2016 California Electrical Code engineering design elements and
judgment scenarios for the project type scenarios. The study would outline the impact for
the case of both a Tier “elective” policy and a Tier “pre-requisite” aka “mandated” policy.
Outline cost-estimates for the electrification of key project types.
Manage Outside Consultant #2 to produce the following: Feasibility study containing a cost-effective analysis of the “prototype” scenarios in accordance with the California Energy Commission requirements for local energy reach code ordinance development. The study would outline the impact for the case of the mandated“pre-requisite”policy.
b. Study the feasibility of including heat pump space heating installations as part of
Calgreen Tier 1 and Tier 2 elective or pre-requisite criteria.
Project Management and Technical Analysis: Develop key “prototype” project scenarios
based on building type data gathered from City resources including GIS, assessor data, and
permit data. Report on the feasibility of including heat pump space heating as CALGreen
Tier 1 and Tier 2 criteria in the areas of policy development, enforcement, and staff
training.
Manage Outside Consultant #1 to produce the following: Feasibility study containing
engineering design elements and judgment scenarios for the project type scenarios for heat
pump space heating installations. The study would outline the impact for the case of Tier
elective policy and Tier mandatory policy. Outline cost-estimates for the electrification of
key project types.
Manage Outside Consultant #2 to produce the following: Feasibility study containing a cost-effective analysis of the “prototype” scenarios for heat pump space heating in
accordance with the California Energy Commission requirements for local energy reach
code ordinance development.
C. Study the feasibility of requiring sufficient electrical panel capacity and outlets to
accommodate the electrification of the house in the future.
Project Management and Technical Analysis: Report on the feasibility of including
requiring sufficient electrical panel capacity and outlets to accommodate the electrification
of residential structures with regards to identifying code sections to amend for policy
development, enforcement, and staff training.
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Manage Outside Consultant #1 to produce the following: Feasibility study containing
engineering design and judgment narratives describing the impact or requiring sufficient
electrical panel capacity and outlets to accommodate the electrification of a typical
residential structure. Provide cost estimations for electrical panel capacity for applicable
residential prototypes. Provide code sections that needed to be amended to of the California
Electrical Code to result in achieving this result.
Manage Outside Consultant #2 to produce the following: Feasibility study containinga
cost-effective analysis of the residential “prototype” scenarios for requiring sufficient
electrical panel capacity and outlets to accommodate the electrification of a residential
structure in accordance with the California Energy Commission requirements for local
energy reach code ordinance development.
d. Study and seek permission from the California Energy Commission (CEC) to remove
certain requirementsthatimpeded electrification(such as acase-by-case cost effectiveness
analysis) to permit installation of heat-pump based heating appliances.
Project Management and Technical Analysis: Participate in the continued
correspondence with the California Energy Commission with regards to easing the permit
process for installation of heat pump water heaters. Update internal “fuel-switching”
inspection checklist. Manage Outside Consultant #2 to identify California Energy Code
requirements that impede electrification.
Manage Outside Consultant #2 to produce the following: Feasibility study containing a
summary of barriers California Energy Commission requirements for local energy reach
code ordinance development for the 2016 code cycle.
e. Work with other interested parties to lobby CEC to consider carbon content (in addition to energy efficiency) of building energy systems when updating building energy codes for the 2016 code update cycle (effective 2017).
Project Management and Technical Analysis: Facilitate the continued correspondence with the California Energy Commission with regards considering
carbon content of building energy systems when updating building energy codes for the
2016 code cycle update (effective 2017).
f. Research and analyze the necessary components for a permitting process and
field inspection protocol to support electrification.
Project Management and Technical Analysis: Support upper management in
developing proposed personnel modifications and training required for the plan check
staff and inspection staff to support the electrification of buildings. g. Explore potential scenarios for an expedited permitting program for projects pursing
electrification. Work with staff to identify resources required to administer an expedited
permit program for projects pursuing electrification.
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Project Management and Technical Analysis: Support upper management in
exploring opportunities for an expedited permit program to support the electrification of buildings.
3. Assist Development Services in meeting the requirements of the Chief Sustainability Officer.
Assist Development Services Staff in supporting the Chief Sustainability Officer in the overall
delivery of the Electrification Study to the City Council related to the elements in Task #4.
4. Deliver the Electrification Study Elements in Task #4
Assist Staff in preparing and presenting to the City Council on the findings of Task #4. Prepare a Staff
Report, and upload all required supporting documentation to MinuteTraq. Attend and provide
technical support to staff during the City Council meeting.
DELIVERABLES:
Draft RFP language to assist staff in soliciting Consultant #1 and Consultant #2
Prototype scenarios for typical building projects based on past permit data
Formal report detailing the results of the Electrification Study
Written responses to email inquiries
Staff Report
AMENDMENT NO. 2: ADDITIONAL SCOPE OF SERVICES
EXTENDED SERVICES
Extended Green Building and Landscape Review Consulting Services
Background
CONSULTANT is currently contracted with the City of Palo Alto to perform Green Building
Consulting Services and Landscape Plan Review services. Amendment No. 2 acts to extend these
services for one additional year.
Activities & Deliverables
This activities and deliverable remain unchanged from the original scope of work.
ADDITIONAL SERVICES
Additional Services for Landscape Permit Management and Single-•Family Water
Efficient Landscape Review
Background
The City of Palo Alto is currently seeking assistance to help with Landscape Plan Reviews to
ensure the Emergency Building Standards for Outdoor Potable Water Use set forth by the Housing
and Community Development (HCD) Department, effective June 1st, are enforced for new
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residential projects. In addition, the City seeks to develop a Landscape Permit to meet the
requirements of Executive Order B-•29-•15 related to drought response.
Goals
Single-•Family Residential Review: Provide Landscape Plan Review consulting services for new single-•family residential construction to support Development Services in enforcing the Emergency Building Standards for Outdoor Potable Water Use effective June 1, 2015.
Landscape Permit Coordination: Provide technical coordination and perform permit
facilitation services to Development Services in response to Executive Order B-•29-
•15 regarding the California State Drought. Provide landscape water use technical
expertise and strategy consulting to senior management.
Activities & Deliverables Single-•FamilyResidentialLandscapeReview
ACTIVITIES:
Perform Plan Review Services for Single-•Family Residential Projects
Review project plans and supplemental documentation in accordance with the Emergency Building
Standards within the 2013 California Green Building Standards Code for Outdoor Potable Water Use
Reduction Section 4.304.1. The review shall be conducted in accordance with the measures outlined
within the Model Water Efficient Landscape Ordinance (MWELO) for water budgeting and irrigation
design. Designate each project as “Approved” or “Not Approved” and update Accela Automation for
each permit application.
Issue Correction Comments, Respond to Questions Based on the criteria submitted for review by the project applicant, prepare a formal letter
containing a summary of corrections to the project applicant, if applicable. Answer questions via
phone and email regarding the criteria for correcting the submittal.
Review Revisions and Resubmittals
DELIVERABLES:
“Approved” or “Not Approved” updates in Accela Automation for each permit application
Letter review for each “Not Approved” project containing a clear summary of corrections
Written responses to email inquiries
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Landscape Permit Coordination to Support Executive Order B-•29-•15
Support Staff to Create Permit Procedures, Web Content and Forms
Strategy and Technical Assistance for Landscape Permit Development Assist Development
Services Director, the Chief Building Official, and related leadership to create policies and
procedures for a Landscape Permit.
Develop Forms, Worksheet and Web Content for Landscape Permit
Provide technical writing services to develop web content to support the landscape permit onthe Development Services webpage. Develop forms and worksheets to support the landscapepermit. Upload the forms and worksheets to the webpage.
Provide Permit Technician Services for the Landscape Permit
Administer Landscape Permit for Landscape Projects
Administer and manage the Landscape Permit process for the City of Palo Alto. Support staff
will be available to the public to process necessary landscape permit paperwork and
documentation.
Metrics Management and Submission to Department of Water Resources
Collect and Submit Necessary Metrics to the Department of Water Resources Collect
required data by Executive Order B-•29-•15 regarding water use information on landscape
projects for each permit. Compile and submit required data to the Department of Water
Resources for the initial reporting period of (February 1, 2016 – February 28, 2016). After the
initial reporting period is completed and accepted, submit annual reports at the end of eachcalendar year to the Department of Water Resources.
DELIVERABLES:
Landscape Permit Forms, Worksheets, and Web Content
Landscape Permit Data for Submission to the Department of Water Resources
Landscape Permit Content into Accela Automation
Landscape Permit Correspondence with Project Applicants
AMENDMENT NO. 3: ADDITIONAL SCOPE OF SERVICES
A. Background CONSULTANT is currently contracted with the City of Palo Alto to perform Green Building
Consulting Services and Landscape Plan Review services.
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B. Goals
This amendment acts to extend the Green Building and Landscape Review services for one additional
year.
C. Activities & Deliverables
These activities and deliverable remain unchanged from the original scope of work and subsequent
revisions to the scope for landscape permit coordination.
OPTIONAL SERVICES FOR SPECIAL PROJECTS
The optional services are provided on a Time and Materials basis to assist in developing several new
projects. These estimates are provided to assist staff in implementing the first phase of each project.
The scope and hourly estimates for subsequent phases of will be identified a result of an evolving
work plan.
ZNE Roadmap Support The scope of this task aims to support staff in realizing the goals of developing a Zero Net Energy Roadmap in collaboration with stakeholder groups.
Participate in 1-•‐2 stakeholder meetings to develop the criteria for the Zero Net EnergyRoadmap
Provide analysis support regarding green building and energy ordinance criteria and data
Assist staff with coordination and technical support to develop a Zero Net Energy roadmap.
Provide support to staff in presenting to City Council on the results of the Zero Net Energy
roadmap.
Utilities Energy Savings Verification Support
The scope of this task aims to support staff in claiming energy efficiency savings from past permit
data aggregation.
• Attend 2-•‐3 meetings with the Utilities department staff regarding the energy efficiencytracking detail
• Provide support to staff in aggregating energy savings data for the purposes of compliance
requirements with state agencies.
• Analyze permit data regarding energy efficiency savings.
• Provide coordination and technical support to staff on claiming energy savings
Sustainability Implementation Plan Support
The scope of this task aims to support staff in completing task items on the Sustainability
Implementation Plan.
Attend meetings regarding the Development Services role in the Sustainability Implementation
Plan.
Provide support to staff in completing specific tasks on the Sustainability Implementation
Plan.
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Provide coordination and technical support to help staff plan for future endeavors
regarding the Sustainability Implementation Plan.
Eco‐District Project Support
The scope of this task aims to support staff in the development of an Eco‐District within the City of
Palo Alto. Activities may include collaborating with industry stakeholders on the development of eco-
•‐district criteria detail.
Assist staff in coordinating industry stakeholders to participate in Eco‐district charrette‐style
meetings.
• Attend meetings with the Development Services staff to assist in creating a task list,
schedule and coordination plan for the Eco-•‐district development.
Assist is creating technical criteria for the established Eco-•‐district.
Electrification Technical Support
The scope of this task aims to support staff in coordinating with the City of Palo Alto Utilities (CPAU) to support efforts related to electrification. Activities may include the following:
Attend two monthly coordination meetings with Development Services and CPAU staff
to discuss electrification efforts
Assist the Development Services staff in collaborating with the CPAU department staff ontechnical coordination efforts related to electrification incentive programs.
Assist the CPAU department staff to incorporate marketing efforts related to electrification
incentive programs into the Development Services front counter processes.
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EXHIBIT “B”
SCHEDULE OF PERFORMANCE
CONSULTANT shall perform the Services so as to complete each milestone within Quarter/Year as
specified below. The time to complete each milestone may be increased or decreased by mutual written
agreement of the project managers for CONSULTANT and CITY so long as all work is completed within
the term of the Agreement.
1. Existing Program Implementation Assistance
Development Center Counter Green Building Forms & Handouts (Q1, 2015)
Green Building Plan Check Standards (Q1, 2015)
Green Building Inspection Checklist (Q1, 2015)
Green Building Training Microsoft Powerpoints (Q1, 2015)
Staff Reports (As needed)
2. Metric Management and Reporting
Report narratives for Earth Day and SEA Report (Q4, 2014, 2015)
Annual Database Output Data, Charts, and Graphs for Earth Day Report and SEA
Report (Q4, 2014, 2015)
Database login access (Q3, 2015)
Database information for the Information Technology Department (Q3, 2015)
3. Quality Control Maintenance
Development Center Green Building Ordinance Procedures (Q4, 2014)
Correspondence with staff and the public via email (On-going)
Meeting Notes (As needed)
4. Webpage and Handout
Website content (Q4, 2014 and Q4, 2015)
Informal Videos to be stored on Vimeo (Q2, 2015 and Q2, 2016)
5.On-Going Training
Staff Training PowerPoints (One Per Quarter starting Q1,2015)
Informal Training Videos for New Staff (Using Jing or Camtasia Software) - (Q1, 2015
through Q2, 2016 - One Per Quarter)
Public Training Powerpoints (One Per Quarter starting Q1, 2015)
6. Policy Review and Creation
New green building ordinance criteria in collaboration with Technical Advisory Group
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(Q4, 2014)
Policy Development Agendas and Meeting Notes (On-going)
Technical Analysis and Staff Reports (As needed)
AMENDMENT NO. 1 SCHEDULE OF PERFORMANCE
The schedule for completing the activities presented TBD
in EXHIBIT “A” Scope of Services
AMENDMENT NO. 2 SCHEDULE OF PERFORMANCE
The schedule for completing the activities presented TBD
Exhibit “A” Scope of Services will be developed
in cooperation with CITY Staff.
AMENDMENT NO. 3 SCHEDULE OF PERFORMANCE
The schedule for completing the activities presented TBD
Exhibit “A” Scope of Services will be developed
in cooperation with CITY Staff.
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EXHIBIT “C” COMPENSATION
The CITY agrees to compensate the CONSULTANT for professional services performed in
accordance with the terms and conditions of this Agreement, and as set forth in the budget
schedule below. Compensation shall be calculated based on the hourly rate schedule attached
as exhibit C-1 up to the not to exceed budget amount for each task set forth below.
CONSULTANT shall perform the tasks and categories of work as outlined and budgeted
below. The CITY’s Project Manager may approve in writing the transfer of budget amounts
between any of the tasks or categories listed below provided the total compensation for Basic
Services, including reimbursable expenses, and the total compensation for Additional
Services, do not exceed the amounts set forth in Section 4 of this Agreement.
BUDGET SCHEDULE
Task 1
NOT TO EXCEED AMOUNT
$129,006.50
(Existing Program Implementation)
Task 2
(Metric Management & Reporting)
$36,859.00
Task 3
(Quality Control Maintenance)
$55,288.50
Task 4
(Webpages & Handouts)
$36,859.00
Task 5
(On-Going Training)
$18,429.50
Task 6
(Policy Review & Creation)
$18,429.50
Sub-total Basic Services $294,872.00
AMENDMENT NO. 1
Task 1
(2015 4 Months)
$16,080.00
Task 1
( 2016 12 Months)
$50,652.00
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Sub-total Amendment No 1 $66,732.00
AMENDMENT NO. 2
Task 1
$70,110.88
(Existing Program Implementation)
Task 2
(Metric Management & Reporting)
$20,043.80
Task 3
(Quality Control Maintenance)
$29,955.00
Task 4
(Webpages & Handouts)
$22,717.76
Task 5
(On-Going Training)
$11,457.00
Task 6
(Policy Review & Creation)
$11,457.50
Task 7
(Commercial Landscape Review)
$81,274.00
Task 8
(Residential Landscape Review)
$53,044.00
Task 9
(Landscape Permit Management)
$65,476.00
Sub-total Amendment No 2 $365,535.00
AMENDMENT NO. 3
Task 1
(Existing Program Implementation)
$75,548.24
Task 2
(Metric Management & Reporting)
$21,692.93
Task 3
(Quality Control Maintenance)
$32,396.92
Task 4
(Webpages & Handouts)
$24,436.55
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Task 5
(On-Going Training)
$12,248.84
Task 6
(Policy Review & Creation)
$12,018.70
Task 7
(Landscape Review Commercial & Multi Family)
$41,106.00
Task 8
(Landscape Review – Single Family Residential)
$26,598.00
Task 9
(Landscape Coordination Management)
EXTENDED SERVICES SUBTOTAL
$29,897.14
$275,943.00
AMENDMENT NO 3 OPTIONAL SERVICES
Task 10 $9,600.00
(ZNE Roadmap Support)
Task 11
(Utilities Energy Savings Verification Support)
$34,700.00
Task 12
(Sustainability Implementation Plan Support)
$30,048.00
Task 13
(Eco‐District Project Support)
$9,836.00
Task 14
(Electrification Technical Support)
$16,616.00
AMENDMENT NO. 3 OPTIONAL SERVICES SUBTOTAL $100,801.00
AMENDMENT NO. 3 TOTAL $376,744.00
Total Contract Basic Services (Not to Exceed) $905,481.00
Total Contract Additional Services (Not to Exceed) $349,524.00
Maximum Total Compensation $1,255,005.00
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REIMBURSABLE EXPENSES
The administrative, overhead, secretarial time or secretarial overtime, word processing,
photocopying, in-house printing, insurance and other ordinary business expenses are included
within the scope of payment for services and are not reimbursable expenses. CITY shall
reimburse CONSULTANT for the following reimbursable expenses at cost. Expenses for
which CONSULTANT shall be reimbursed are: None
All requests for payment of expenses shall be accompanied by appropriate backup information.
Any expense 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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EXHIBIT “C-1”
HOURLY RATE SCHEDULE
Principal/Senior Program Manager
(Rates Reflect a 5% Annual Increase)
1st Year (4 months Aug – Dec 2014) $145.00
2nd Year (12 months Jan – Dec 2015) $152.25
3rd Year (8 months Jan – Aug 2016) $159.86
Scope Labor Categories Est. Hours/Mo Hourly Rate*** Extended Rate Totals
Task 1 - Existing Program Implementation
2014 Rate (4 months
Sept-Dec)
Principal/Senior PM 35 $145.00 $20,300.00
2015 Rate (12 months
Jan-Dec)
Principal/Senior PM 35 $152.25 $63,945.00
2016 Rate (8 months
Jan-Aug)
Principal/Senior PM 35 $159.86 $44,761.50
Total Not to Exceed Task 1 $129,006.50
Task 2 - Metrics Management and Reporting**
2014 Rate (4 months
Sept-Dec)
Principal/Senior PM 10 $145.00 $5,800.00
2015 Rate (12 months
Jan-Dec)
Principal/Senior PM 10 $152.25 $18,270.00
2016 Rate (8 months
Jan-Aug)
Principal/Senior PM 10 $159.86 $12,789.00
Total Not to Exceed Task 2 $36,859.00
Task 3 - Quality Control Maintenance
2014 Rate (4 months
Sept-Dec)
Principal/Senior PM 15 $145.00 $8,700.00
2015 Rate (12 months
Jan-Dec)
Principal/Senior PM 15 $152.25 $27,405.00
2016 Rate (8 months
Jan-Aug)
Principal/Senior PM 15 $159.86 $19,183.50
Total Not to Exceed Task 3 $55,288.50
Task 4 - Webpages and Handouts*
2014 Rate (4 months
Sept-Dec)
Principal/Senior PM 10 $145.00 $5,800.00
2015 Rate (12 months
Jan-Dec)
Principal/Senior PM 10 $152.25 $18,270.00
2016 Rate (8 months
Jan-Aug)
Principal/Senior PM 10 $159.86 $12,789.00
Total Not to Exceed Task 4 $36,859.00
Task 5 - On-Going Training*
2014 Rate (4 months
Sept-Dec)
Principal/Senior PM 5 $145.00 $2,900.00
2015 Rate (12 months
Jan-Dec)
Principal/Senior PM 5 $152.25 $9,135.00
2016 Rate (8 months
Jan-Aug)
Principal/Senior PM 5 $159.86 $6,394.50
Total Not to Exceed Task 5 $18,429.50
Task 6 - Policy Review and Creation
2014 Rate (4 months
Sept-Dec)
Principal/Senior PM 5 $145.00 $2,900.00
2015 Rate (12 months
Jan-Dec)
Principal/Senior PM 5 $152.25 $9,135.00
2016 Rate (8 months
Jan-Aug)
Principal/Senior PM 5 $159.86 $6,394.50
Total Not to Exceed Task 6 $18,429.50
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Summary Totals
Total Not To Exceed Amount for 2 Years $294,872.00
* Indicates the projected hours would be increased to complete initial work. Number in table represents an average number of hours over 12
months.
**Workload would increase during the months of January and February to prepare for the Earth Day Report and SEA Report.
***Hourly rates are subject to a 5% increase each January
Scope Labor Categories Est. Hours Hourly Rate*** Extended Rate Totals
Additional Services - Landscape Review
2014 Rate (4 months Sept-Dec) Principal/Senior PM 41 $145.00 $23,780.00
2015 Rate (12 months Jan-Dec) Principal/Senior PM 41 $152.25 $74,907.00
2016 Rate (8 months Jan-Aug) Principal/Senior PM 41 $159.86 $52,434.90
Total Not to Exceed Additional Services $151,121.90
Summary Additional Services Totals
Total Not To Exceed Amount for 2 Years $151,121.90
**Workload would increase during the months of January and February to prepare for the Earth Day Report and SEA Report.
***Hourly rates are subject to a 5% increase each January
* Indicates the projected hours would be increased to complete initial work. Number in table represents an average number of hours over 12
months.
AMENDMENT No. 1: Hourly Rate Schedule
ADDITIONAL SERVICES
DocuSign Envelope ID: 84A94857-C3FB-41B7-A734-1D24FC838E87
Revision April 28, 2014 21
AMENDMENT No 2. Hourly Rate Schedule
EXTENDED SERVICES
GREEN BUILDING PROGRAM CONSULTING SERVICES
Scope Labor Categories Est. Hours/Mo Hourly Rate*** Extended Rate
Task 1 - Existing Program Implementation
2016 Rate (4 months Sept-Dec) Principal/Senior PM 20 $159.86 $12,788.80
2016 Rate (4 months Sept-Dec) Program Associate 36 $68.25 $9,828.00
2017 Rate (8 months Jan-Aug) Principal/Senior PM 20 $167.85 $26,856.00
2017 Rate (8 months Jan-Aug) Program Associate 36 $71.66 $20,638.08
Total Not to Exceed Task 1 $70,110.88
Task 2 - Metrics Management and Reporting**
2016 Rate (4 months Sept-Dec) Principal/Senior PM 2 $159.86 $1,278.88
2016 Rate (4 months Sept-Dec) Program Associate 19 $68.25 $5,187.00
2017 Rate (8 months Jan-Aug) Principal/Senior PM 2 $167.85 $2,685.60
2017 Rate (8 months Jan-Aug) Program Associate 19 $71.66 $10,892.32
Total Not to Exceed Task 2 $20,043.80
Task 3 - Quality Control Maintenance
2016 Rate (4 months Sept-Dec) Principal/Senior PM 7 $159.86 $4,476.08
2016 Rate (4 months Sept-Dec) Program Associate 19 $68.25 $5,187.00
2017 Rate (8 months Jan-Aug) Principal/Senior PM 7 $167.85 $9,399.60
2017 Rate (8 months Jan-Aug) Program Associate 19 $71.66 $10,892.32
Total Not to Exceed Task 3 $29,955.00
Task 4 - Webpages and Handouts*
2016 Rate (4 months Sept-Dec) Principal/Senior PM 10 $159.86 $6,394.40
2016 Rate (4 months Sept-Dec) Program Associate 10 $68.25 $2,730.00
2017 Rate (8 months Jan-Aug) Principal/Senior PM 5 $167.85 $6,714.00
2017 Rate (8 months Jan-Aug) Program Associate 12 $71.66 $6,879.36
Total Not to Exceed Task 4 $22,717.76
Task 5 - On-Going Training*
2016 Rate (4 months Sept-Dec) Principal/Senior PM 5 $159.86 $3,197.20
2016 Rate (4 months Sept-Dec) Program Associate 5 $68.25 $1,365.00
2017 Rate (8 months Jan-Aug) Principal/Senior PM 3 $167.85 $4,028.40
2017 Rate (8 months Jan-Aug) Program Associate 5 $71.66 $2,866.40
Total Not to Exceed Task 5 $11,457.00
Task 6 - Policy Review and Creation
2016 Rate (4 months Sept-Dec) Principal/Senior PM 5 $159.86 $3,197.20
DocuSign Envelope ID: 84A94857-C3FB-41B7-A734-1D24FC838E87
Revision April 28, 2014 22
2016 Rate (4 months Sept-Dec) Program Associate 5 $68.25 $1,365.00
2017 Rate (8 months Jan-Aug) Principal/Senior PM 3 $167.85 $4,028.40
2017 Rate (8 months Jan-Aug) Program Associate 5 $71.66 $2,866.40
Total Not to Exceed Task 6 $11,457.00
Total Not To Exceed Green Building $165,741.44
EXTENDED SERVICES
COMMERCIAL LANDSCAPE REVIEW
Scope Labor Categories Est. Hours Hourly Rate*** Extended Rate
Additional Services - Landscape Review
2016 Rate (4 months Sept-Dec)
Principal/Senior Program Manager
41
$159.86
$26,217.04
2017 Rate (8 months Jan-Aug)
Principal/Senior Program Manager
41
$167.85
$55,055.78
Total Not to Exceed Landscape Review $81,272.82
ADDITIONAL SERVICES LANDSCAPE REVIEW – SINGLE-•FAMILY RESIDENTIAL
Scope
Labor Categories
Est. Hours
Hourly Rate**
Extended Rate
Totals
Residential Landscape Review (2015)*
Landscape Reviewer
26
$152.25
Total Estimate Per Month $3,958.50
Total Estimate 2015 (5 months August-Dec) $19,792.50
Residential Landscape Review (2016)*
Landscape Reviewer
26
$159.86
Total Not to Exceed 2015 - Per Month $4,156.43
Total Monthly 2016 (8 months Jan-Aug) $33,251.40
Total Not To Exceed Amount $53,043.90
* Residential landscape reviews are estimated to take approximatelt 2 hours per project to complete. Estimate is based on 13 new
residential projects submitted for permit each month on average.
**Hourly rates are subject to a 5% increase each January
DocuSign Envelope ID: 84A94857-C3FB-41B7-A734-1D24FC838E87
Revision April 28, 2014 23
ADDITIONAL SERVICES LANDSCAPE PERMIT MANAGEMENT
Scope
Labor Categories
Est.
Hours
Hourly
Rate***
Extended Rate
Additional Services - Landscape Permit Management
2016 Rate (12 months Jan-Dec) Principal/Senior Program Manager 3 $159.86 $5,754.96
2016 Rate (12 months Jan-Dec) Program Associate 40 $68.25 $32,760.00
2017 Rate (8 months Jan-Aug) Principal/Senior Program Manager 3 $167.85 $4,028.40
2017 Rate (8 months Jan-Aug) Program Associate 40 $71.66 $22,931.20
Total Not to Exceed Landscape Permit $65,474.56
* Indicates the projected hours would be increased to complete initial work. Number in table represents an average number of hours over 12 months.
**Workload would increase during the months of January and February to prepare for the Earth Day Report and SEA Report.
***Hourly rates are subject to a 5% increase each January
AMENDMENT NO. 3 HOURLY RATE SCHEDULE
LABOR CATEGORIES & RATES
Labor 2017 2018
Principal $205.00 $215.25
Plan Checker $195.00 $204.75
Senior Program Manager $167.85 $176.24
Project Manager $130.00 $136.50
Associate $71.66 $75.24
DocuSign Envelope ID: 84A94857-C3FB-41B7-A734-1D24FC838E87
AMENDMENT NO. 3 EXTENDED SERVICES GREEN BUILDING PROGRAM CONSULTING SERVICES
Scope Labor Categories Est.
Hours/Mo
Hourly
Rate***
Extended
Rate Total
Task 1 - Existing Program Implementation
2017 Rate (4 months Sept-Dec) Senior Program Manager 8 $167.85 $5,371.20
2017 Rate (4 months Sept-Dec) Project Manager 20 $130.00 $10,400.00
2017 Rate (4 months Sept-Dec) Associate 30 $71.66 $8,599.20
2018 Rate (8 months Jan-Aug) Senior Program Manager 8 $176.24 $11,279.52
2018 Rate (8 months Jan-Aug) Project Manager 20 $136.50 $21,840.00
2018 Rate (8 months Jan-Aug) Associate 30 $75.24 $18,058.32
Total Not to Exceed Task 1 $75,548.24
Task 2 - Metrics Management/Reporting**
2017 Rate (4 months Sept-Dec) Senior Program Manager 1 $167.85 $671.40
2017 Rate (4 months Sept-Dec) Project Manager 5 $130.00 $2,600.00
2017 Rate (4 months Sept-Dec) Associate 13 $71.66 $3,726.32
2018 Rate (8 months Jan-Aug) Senior Program Manager 1 $176.24 $1,409.94
2018 Rate (8 months Jan-Aug) Project Manager 5 $136.50 $5,460.00
2018 Rate (8 months Jan-Aug) Associate 13 $75.24 $7,825.27
Total Not to Exceed Task 2 $21,692.93
Task 3 - Quality Control Maintenance
2017 Rate (4 months Sept-Dec) Senior Program Manager 3 $167.85 $2,014.20
2017 Rate (4 months Sept-Dec) Project Manager 7 $130.00 $3,640.00
2017 Rate (4 months Sept-Dec) Associate 19 $71.66 $5,446.16
2018 Rate (8 months Jan-Aug) Senior Program Manager 3 $176.24 $4,229.82
2018 Rate (8 months Jan-Aug) Project Manager 7 $136.50 $7,644.00
2018 Rate (8 months Jan-Aug) Associate 19 $75.24 $11,436.94
Total Not to Exceed Task 3 $32,396.92
Task 4 - Webpages and Handouts*
2017 Rate (4 months Sept-Dec) Senior Program Manager 2 $167.85 $1,342.80
2017 Rate (4 months Sept-Dec) Project Manager 9 $130.00 $4,680.00
2017 Rate (4 months Sept-Dec) Associate 8 $71.66 $2,293.12
2018 Rate (8 months Jan-Aug) Senior Program Manager 2 $176.24 $2,819.88
2018 Rate (8 months Jan-Aug) Project Manager 9 $136.50 $9,828.00
2018 Rate (8 months Jan-Aug) Associate 8 $75.24 $4,815.55
DocuSign Envelope ID: 84A94857-C3FB-41B7-A734-1D24FC838E87
Task 5 - On-Going Training*
2017 Rate (4 months Sept-Dec) Senior Program Manager 1 $167.85 $671.40
2017 Rate (4 months Sept-Dec) Project Manager 3 $130.00 $1,560.00
2017 Rate (4 months Sept-Dec) Associate 6 $71.66 $1,719.84
2018 Rate (8 months Jan-Aug) Senior Program Manager 1 $176.24 $1,409.94
2018 Rate (8 months Jan-Aug) Project Manager 3 $136.50 $3,276.00
2018 Rate (8 months Jan-Aug) Associate 6 $75.24 $3,611.66
Total Not to Exceed Task 5 $12,248.84
Task 6 - Policy Review and Creation
2017 Rate (4 months Sept-Dec) Senior Program Manager 5 $167.85 $3,357.00
2017 Rate (4 months Sept-Dec) Project Manager 1 $130.00 $520.00
2018 Rate (8 months Jan-Aug) Senior Program Manager 5 $176.24 $7,049.70
2018 Rate (8 months Jan-Aug) Project Manager 1 $136.50 $1,092.00
Total Not to Exceed Task 6 $12,018.70
ADDITIONAL SERVICES (EXTENDED)
LANDSCAPE REVIEW COMMERCIAL & MULTI--FAMILY
Scope Labor Categories Est. Hours Hourly
Rate***
Extended
Rate Total
Task 7 - Landscape Review Commercial & Multi-
family
2017 Rate (4 months Sept-Dec) Plan Checker 17 $195.00 $13,260.00
2018 Rate (8 months Jan-Aug) Plan Checker 17 $204.75 $27,846.00
Total Not to Exceed Task 7 $41,106.00
ADDITIONAL SERVICES (EXTENDED)
LANDSCAPE REVIEW – SINGLE--FAMILY RESIDENTIAL
Scope Labor Categories Est. Hours Hourly
Rate***
Extended
Rate Total
Task 8 - Single-Family Landscape Review
2017 Rate (4 months Sept-Dec) Plan Checker 11 $195.00 $8,580.00
2018 Rate (8 months Jan-Aug) Plan Checker 11 $204.75 $18,018..00
Total Not to Exceed Task 8 $26,598.00
Total Not To Exceed Green Building $178,342.18
Total Not to Exceed Task 4 $24,436.55
DocuSign Envelope ID: 84A94857-C3FB-41B7-A734-1D24FC838E87
ADDITIONAL SERVICES (EXTENDED)
LANDSCAPE COORDINATION MANAGEMENT
Task 9 - Landscape Coordination Management
2017 Rate (4 months Sept-Dec) Senior Program Manager 1 $205.00 $820.00
2017 Rate (4 months Sept-Dec) Project Manager 15 $130.00 $7,800.00
2017 Rate (4 months Sept-Dec) Associate 4 $71.66 $1,146.56
2018 Rate (8 months Jan-Aug) Senior Program Manager 1 $167.85 $1,342.80
2018 Rate (8 months Jan-Aug) Project Manager 15 $136.50 $16,380.00
2018 Rate (8 months Jan-Aug) Associate 4 $75.24 $2,407.78
Total Not to Exceed Task 9 $29,897.14
* Indicates the projected hours would be increased to complete initial work. Number in table represents an average number of hours over 12 months.
**Workload would increase during the months of January and February to prepare for the Earth Day Report and SEA Report.
***Hourly rates are subject to a 5% increase each January
Additional Assumptions related to coordination with the Urban Forestry department:
1. Compliance forms and submittal requirements for local landscape requirements will be provided by the Urban
Forestry Department in June of 2017. One hour of time per plan check effort will be allocated towards Urban
Forest Master Plan criteria review.
2. Includes a total of three (3) two hour meetings with the Urban Forestry department to establish compliance
requirements and procedures. A simplified Urban Forestry compliance form will be established to streamline the
plan check process to support the Development Services goals for transparency, predictability, and efficiency.
3. Includes a one hour monthly coordination meeting with the Urban Forestry staff to discuss compliance
coordination and procedures.
DocuSign Envelope ID: 84A94857-C3FB-41B7-A734-1D24FC838E87
OPTIONAL SERVICES FOR SPECIAL PROJECTS
The optional services are provided on a Time and Materials basis to assist in developing several new
projects. These estimates are provided to assist staff in implementing the first phase of each project. The
scope and hourly estimates for subsequent phases of will be identified a result of an evolving work plan.
Task 10 – ZNE Roadmap Support (Optional)
ZNE Roadmap Support
Labor Ca tegories Est. Hou rs Hourly Exten
Rate*** Ra
ded Total
te
Task 10 – ZNE Roadmap Support (Optional)
2017 Rate (4 months Sept---Dec) Principal 6 $205 .00 $4,920.00
2017 Rate (4 months Sept---Dec) Project Manager 9 $130 .00 $4,680.00
Total Not to Exceed Task 10 $9,600.00
Task 11 – Utilities Energy Savings Verification Support (Optional)
Utilities Energy Savings Verification Support
Labor Ca tegories Est. Ho urs Hourly Extended Total Rate*** Rate
Task 11 – Utilities Energy Savings Verification
2017 Rate (4 months Sept---Dec) Principal 2 $205 .00 $1,640.00
2017 Rate (4 months Sept---Dec) Senior Pr ogram Manager 6 $167 .85 $4,028.40
2017 Rate (4 months Sept---Dec) Project Manager 20 $130 .00 $10,4 00.00
2017 Rate (4 months Sept---Dec) Associat e 65 $71 .66 $18,6 31.60
Total Not to Exceed Task 11 $34,700.00
Task 12 – Sustainability Implementation Plan Support (SIP) (Optional)
Sustainability Implementation Plan Support
Labor Categories Est. Hours Hourly
Rate***
Extended
Rate Total
Task 12 – Sustainability Implementation Plan Support (SIP) (Optional)
2017 Rate (4 months Sept---Dec) Principal 5 $205.00 $4,100.00
2017 Rate (4 months Sept---Dec) Project Manager 8 $130.00 $4,160.00
2017 Rate (4 months Sept---Dec) Associate 5 $71.66 $1,433.20
2018 Rate (8 months Jan---Aug) Principal 5 $215.25 $8,610.00
DocuSign Envelope ID: 84A94857-C3FB-41B7-A734-1D24FC838E87
2018 Rate (8 months Jan---Aug) Project Manager 8 $136.50 $8,736.00
2018 Rate (8 months Jan---Aug) Associate 5 $75.24 $3,009.72
Total Not to Exceed Task 12 $30,048.92
Task 13 – Eco---District Project Support(Optional)
Eco---District Project Support
Labor Ca tegories Est. Hou rs Hourly Exten
Rate*** Ra
ded Total
te
Task 13 – Eco---District Project Support (Optional)
2018 Rate (8 months Jan---Aug) Principal 4 $205 .00 $6,560.00
2018 Rate (8 months Jan---Aug) Project Manager 3 $136 .50 $3,276.00
Total Not to Exceed Task 13 $9,836.00
Task 14 – Electrification Technical Support (Optional)
Electrification Technical
Support
Task 14 --- Electrification Technical Support (Optional)
Labor Ca tegories Est. Hou rs Hourly Exten
Rate*** Ra
ded Total
te
2017 Rate (4 months Sept---Dec) Principal 4 $205 .00 $3,280.00
2017 Rate (4 months Sept---Dec) Project Manager 4 $130 .00 $2,080.00
2018 Rate (8 months Jan---Aug) Principal 4 $215 .25 $6,888.00
2018 Rate (8 months Jan---Aug) Project Manager 4 $136 .50 $4,368.00
Total Not to Exceed Task 14 $16,616.00
FEE SUMMARY
Green Building Tasks 1---6 Cost Per Task Sub---Total
Task 1 $75,548.24
Task 2 $21,692.93
Task 3 $32,396.92
Task 4 $24,436.55
Task 5 $12,248.84
Task 6 $12,018.70
Sub---Total Green Building Tasks 1---6 $178,342.18
DocuSign Envelope ID: 84A94857-C3FB-41B7-A734-1D24FC838E87
Landscape Tasks 7---9 Cost Per Task Sub---Total
Task 7 $41,106.00
Task 8 $26,598.00
Task 9 $29,897.14
Sub---Total Landscape Tasks 7---9 $97,601.14
Optional Services Tasks 10---14 Cost Per Task Sub---Total
Task 10 $9,600.00
Task 11 $34,700.00
Task 12 $30,048.92
Task 13 $9,836.00
Task 14 $16,616.00
Sub---Total Optional Services Tasks 10---14 $100,800.92
TOTAL FEES
Total Not to Exceed Amount for Contract Extensions (Tasks 1---9)
Total Not to Exceed Amount for Optional Services (Tasks 10---14)
Total For All Services Listed
$275,943.32
$100,800.92
$376,744.24
DocuSign Envelope ID: 84A94857-C3FB-41B7-A734-1D24FC838E87
Certificate Of Completion
Envelope Id: 84A94857C3FB41B7A7341D24FC838E87 Status: Completed
Subject: Please DocuSign: C15154454 CONTRACT AMENDMENT NO 3 with options.pdf
Source Envelope:
Document Pages: 29 Signatures: 1 Envelope Originator:
Supplemental Document Pages: 0 Initials: 0 Christopher Anastole
Certificate Pages: 2
AutoNav: Enabled
EnvelopeId Stamping: Enabled
Time Zone: (UTC-08:00) Pacific Time (US &
Canada)
Payments: 0 250 Hamilton Ave
Palo Alto , CA 94301
chris.anastole@cityofpaloalto.org
IP Address: 12.220.157.20
Record Tracking
Status: Original
7/20/2017 3:42:01 PM
Holder: Christopher Anastole
chris.anastole@cityofpaloalto.org
Location: DocuSign
Signer Events Signature Timestamp
melanie jacobson
melanie@integrateddesign360.com
Principal
melanie jacobson
Security Level: Email, Account Authentication
(None)
Using IP Address: 50.207.137.246
Sent: 7/20/2017 3:48:30 PM
Viewed: 7/24/2017 10:30:11 AM
Signed: 7/24/2017 11:30:35 AM
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
In Person Signer Events Signature Timestamp
Editor Delivery Events Status Timestamp
Agent Delivery Events Status Timestamp
Intermediary Delivery Events Status Timestamp
Certified Delivery Events Status Timestamp
Carbon Copy Events Status Timestamp
Katie Whitley
Katie.Whitley@CityofPaloAlto.org
Security Level: Email, Account Authentication
(None)
Sent: 7/24/2017 11:30:36 AM
Viewed: 7/24/2017 11:37:03 AM
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
Tabatha Boatwright
Tabatha.Boatwright@CityofPaloAlto.org
Administrative Associate III
City of Palo Alto
Security Level: Email, Account Authentication
(None)
Sent: 7/24/2017 11:30:37 AM
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
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Envelope Summary Events Status Timestamps
Envelope Summary Events Status Timestamps
Envelope Sent Hashed/Encrypted 7/24/2017 11:30:37 AM
Certified Delivered Security Checked 7/24/2017 11:30:37 AM
Signing Complete Security Checked 7/24/2017 11:30:37 AM
Completed Security Checked 7/24/2017 11:30:37 AM
Payment Events Status Timestamps
Green Building Consulting Services – Additional Services Proposal
1
Green Building Program &
Landscape Review
Consulting – Contract
Extension and Optional
Services
STATEMENT OF WORK
City of Palo Alto, California
February 15, 2017, Revised April 27th, 2017
‘
WEB
www.integrateddesign360.com
EMAIL
info@integrateddesign360.com
PHONE
415.350.1116
Green Building Consulting Services – Additional Services Proposal 2
Green Building Consulting Services – Additional Services Proposal 3
Table of Contents
Chapter 1 – Extended Services
Extended Green Building and Landscape Review Consulting Services…………….. 5
Chapter 2 – Optional Services
Optional Services for Special Projects….……………………………………………… 9
Green Building Consulting Services – Additional Services Proposal 4
Green Building Consulting Services – Additional Services Proposal 5
CHAPTER 1
A. Background
Integrated Design 360 is currently contracted with the City of Palo Alto to perform Green Building
Consulting Services and Landscape Plan Review services.
B. Goals
This proposal acts to extend the Green Building and Landscape Review services for one
additional year. This proposal contains added optional services for special projects found in
Chapter 2.
C. Activities & Deliverables
This activities and deliverable remain unchanged from the original scope of work and subsequent
revisions to the scope for landscape permit coordination.
D. Schedule
The schedule for completing the activities presented in this Statement of Work will be developed
in cooperation with the City of Palo Alto Staff.
E. Fee
Integrated Design 360 has added three new labor categories to the scope of work to streamline
the services offered and to adjust for an enhanced level of effort. The three new categories
include Principal, Plan Checker, and Project Manager.
LABOR CATEGORIES & RATES
Labor
2017
2018
Principal
$205.00
$215.25
Plan
Checker
$195.00
$204.75
Senior
Program
Manager
$167.85
$176.24
Project
Manager
$130.00
$136.50
Associate $71.66
$75.24
Green Building Consulting Services – Additional Services Proposal 6
EXTENDED SERVICES
GREEN BUILDING PROGRAM CONSULTING SERVICES
Scope
Labor
Categories
Est.
Hours/Mo
Hourly
Rate***
Extended
Rate
Total
Task
1
-‐
Existing
Program
Implementation
2017
Rate
(4
months
Sept-‐Dec)
Senior
Program
Manager
8
$167.85
$5,371.20
2017
Rate
(4
months
Sept-‐Dec)
Project
Manager
20
$130.00
$10,400.00
2017
Rate
(4
months
Sept-‐Dec)
Associate
30
$71.66
$8,599.20
2018
Rate
(8
months
Jan-‐Aug)
Senior
Program
Manager
8
$176.24
$11,279.52
2018
Rate
(8
months
Jan-‐Aug)
Project
Manager
20
$136.50
$21,840.00
2018
Rate
(8
months
Jan-‐Aug)
Associate
30
$75.24
$18,058.32
Total
Not
to
Exceed
Task
1
$75,548.24
Task
2
-‐
Metrics
Management/Reporting**
2017
Rate
(4
months
Sept-‐Dec)
Senior
Program
Manager
1
$167.85
$671.40
2017
Rate
(4
months
Sept-‐Dec)
Project
Manager
5
$130.00
$2,600.00
2017
Rate
(4
months
Sept-‐Dec)
Associate
13
$71.66
$3,726.32
2018
Rate
(8
months
Jan-‐Aug)
Senior
Program
Manager
1
$176.24
$1,409.94
2018
Rate
(8
months
Jan-‐Aug)
Project
Manager
5
$136.50
$5,460.00
2018
Rate
(8
months
Jan-‐Aug)
Associate
13
$75.24
$7,825.27
Total
Not
to
Exceed
Task
2
$21,692.93
Task
3
-‐
Quality
Control
Maintenance
2017
Rate
(4
months
Sept-‐Dec)
Senior
Program
Manager
3
$167.85
$2,014.20
2017
Rate
(4
months
Sept-‐Dec)
Project
Manager
7
$130.00
$3,640.00
2017
Rate
(4
months
Sept-‐Dec)
Associate
19
$71.66
$5,446.16
2018
Rate
(8
months
Jan-‐Aug)
Senior
Program
Manager
3
$176.24
$4,229.82
2018
Rate
(8
months
Jan-‐Aug)
Project
Manager
7
$136.50
$7,644.00
2018
Rate
(8
months
Jan-‐Aug)
Associate
19
$75.24
$11,436.94
Total
Not
to
Exceed
Task
3
$32,396.92
Task
4
-‐
Webpages
and
Handouts*
2017
Rate
(4
months
Sept-‐Dec)
Senior
Program
Manager
2
$167.85
$1,342.80
2017
Rate
(4
months
Sept-‐Dec)
Project
Manager
9
$130.00
$4,680.00
2017
Rate
(4
months
Sept-‐Dec)
Associate
8
$71.66
$2,293.12
2018
Rate
(8
months
Jan-‐Aug)
Senior
Program
Manager
2
$176.24
$2,819.88
2018
Rate
(8
months
Jan-‐Aug)
Project
Manager
9
$136.50
$9,828.00
2018
Rate
(8
months
Jan-‐Aug)
Associate
8
$75.24
$4,815.55
Green Building Consulting Services – Additional Services Proposal 7
Total
Not
to
Exceed
Task
4
$24,436.55
Task
5
-‐
On-‐Going
Training*
2017
Rate
(4
months
Sept-‐Dec)
Senior
Program
Manager
1
$167.85
$671.40
2017
Rate
(4
months
Sept-‐Dec)
Project
Manager
3
$130.00
$1,560.00
2017
Rate
(4
months
Sept-‐Dec)
Associate
6
$71.66
$1,719.84
2018
Rate
(8
months
Jan-‐Aug)
Senior
Program
Manager
1
$176.24
$1,409.94
2018
Rate
(8
months
Jan-‐Aug)
Project
Manager
3
$136.50
$3,276.00
2018
Rate
(8
months
Jan-‐Aug)
Associate
6
$75.24
$3,611.66
Total
Not
to
Exceed
Task
5
$12,248.84
Task
6
-‐
Policy
Review
and
Creation
2017
Rate
(4
months
Sept-‐Dec)
Senior
Program
Manager
5
$167.85
$3,357.00
2017
Rate
(4
months
Sept-‐Dec)
Project
Manager
1
$130.00
$520.00
2018
Rate
(8
months
Jan-‐Aug)
Senior
Program
Manager
5
$176.24
$7,049.70
2018
Rate
(8
months
Jan-‐Aug)
Project
Manager
1
$136.50
$1,092.00
Total
Not
to
Exceed
Task
6
$12,018.70
Total
Not
To
Exceed
Green
Building
$178,342.18
ADDITIONAL SERVICES (EXTENDED)
LANDSCAPE REVIEW COMMERCIAL & MULTI-FAMILY
Scope
Labor
Categories
Est.
Hours
Hourly
Rate***
Extended
Rate
Total
Task
7
-‐
Landscape
Review
Commercial
&
Multi-‐
family
2017
Rate
(4
months
Sept-‐Dec)
Plan
Checker
17
$195.00
$13,260.00
2018
Rate
(8
months
Jan-‐Aug)
Plan
Checker
17
$204.75
$27,846.00
Total
Not
to
Exceed
Task
7
$41,106.00
ADDITIONAL SERVICES (EXTENDED)
LANDSCAPE REVIEW – SINGLE-FAMILY RESIDENTIAL
Scope
Labor
Categories
Est.
Hours
Hourly
Rate***
Extended
Rate
Total
Task
8
-‐
Single-‐Family
Landscape
Review
2017
Rate
(4
months
Sept-‐Dec)
Plan
Checker
11
$195.00
$8,580.00
2018
Rate
(8
months
Jan-‐Aug)
Plan
Checker
11
$204.75
$18,018..00
Total
Not
to
Exceed
Task
8
$26,598.00
Green Building Consulting Services – Additional Services Proposal 8
ADDITIONAL SERVICES (EXTENDED)
LANDSCAPE COORDINATION MANAGEMENT
Task
9
-‐
Landscape
Coordination
Management
2017
Rate
(4
months
Sept-‐Dec)
Senior
Program
Manager
1
$205.00
$820.00
2017
Rate
(4
months
Sept-‐Dec)
Project
Manager
15
$130.00
$7,800.00
2017
Rate
(4
months
Sept-‐Dec)
Associate
4
$71.66
$1,146.56
2018
Rate
(8
months
Jan-‐Aug)
Senior
Program
Manager
1
$167.85
$1,342.80
2018
Rate
(8
months
Jan-‐Aug)
Project
Manager
15
$136.50
$16,380.00
2018
Rate
(8
months
Jan-‐Aug)
Associate
4
$75.24
$2,407.78
Total
Not
to
Exceed
Task
9
$29,897.14
*
Indicates
the
projected
hours
would
be
increased
to
complete
initial
work.
Number
in
table
represents
an
average
number
of
hours
over
12
months.
**Workload
would
increase
during
the
months
of
January
and
February
to
prepare
for
the
Earth
Day
Report
and
SEA
Report.
***Hourly
rates
are
subject
to
a
5%
increase
each
January
Additional Assumptions for Proposal related to coordination with the Urban Forestry department:
1. Compliance forms and submittal requirements for local landscape requirements will be provided by the Urban
Forestry Department in June of 2017. One hour of time per plan check effort will be allocated towards Urban
Forest Master Plan criteria review.
2. This proposal includes a total of three (3) two-hour meetings with the Urban Forestry department to establish
compliance requirements and procedures. A simplified Urban Forestry compliance form will be established to
streamline the plan check process to support the Development Services goals for transparency, predictability, and
efficiency.
3. The proposal includes a one-hour monthly coordination meeting with the Urban Forestry staff to discuss
compliance coordination and procedures.
Green Building Consulting Services – Additional Services Proposal 9
CHAPTER 2
OPTIONAL
SERVICES
FOR
SPECIAL
PROJECTS
The
optional
services
are
provided
on
a
Time
and
Materials
basis
to
assist
in
developing
several
new
projects.
These
estimates
are
provided
to
assist
staff
in
implementing
the
first
phase
of
each
project.
The
scope
and
hourly
estimates
for
subsequent
phases
of
will
be
identified
a
result
of
an
evolving
work
plan.
Task
10
–
ZNE
Roadmap
Support
(Optional)
The
scope
of
this
task
aims
to
support
staff
in
realizing
the
goals
of
developing
a
Zero
Net
Energy
Roadmap
in
collaboration
with
stakeholder
groups.
• Participate
in
1-‐2
stakeholder
meetings
to
develop
the
criteria
for
the
Zero
Net
Energy
Roadmap
• Provide
analysis
support
regarding
green
building
and
energy
ordinance
criteria
and
data
• Assist
staff
with
coordination
and
technical
support
to
develop
a
Zero
Net
Energy
roadmap.
• Provide
support
to
staff
in
presenting
to
City
Council
on
the
results
of
the
Zero
Net
Energy
roadmap.
ZNE Roadmap Support
Labor
Categories
Est.
Hours
Hourly
Rate***
Extended
Rate
Total
Task
10
–
ZNE
Roadmap
Support
(Optional)
2017
Rate
(4
months
Sept-‐Dec)
Principal
6
$205.00
$4,920.00
2017
Rate
(4
months
Sept-‐Dec)
Project
Manager
9
$130.00
$4,680.00
Total
Not
to
Exceed
Task
10
$9,600.00
Task
11
–
Utilities
Energy
Savings
Verification
Support
(Optional)
The
scope
of
this
task
aims
to
support
staff
in
claiming
energy
efficiency
savings
from
past
permit
data
aggregation.
• Attend
2-‐3
meetings
with
the
Utilities
department
staff
regarding
the
energy
efficiency
tracking
detail
• Provide
support
to
staff
in
aggregating
energy
savings
data
for
the
purposes
of
compliance
requirements
with
state
agencies.
• Analyze
permit
data
regarding
energy
efficiency
savings.
• Provide
coordination
and
technical
support
to
staff
on
claiming
energy
savings
Green Building Consulting Services – Additional Services Proposal 10
Utilities
Energy
Savings
Verification
Support
Labor
Categories
Est.
Hours
Hourly
Rate***
Extended
Rate
Total
Task
11
–
Utilities
Energy
Savings
Verification
2017
Rate
(4
months
Sept-‐Dec)
Principal
2
$205.00
$1,640.00
2017
Rate
(4
months
Sept-‐Dec)
Senior
Program
Manager
6
$167.85
$4,028.40
2017
Rate
(4
months
Sept-‐Dec)
Project
Manager
20
$130.00
$10,400.00
2017
Rate
(4
months
Sept-‐Dec)
Associate
65
$71.66
$18,631.60
Total
Not
to
Exceed
Task
11
$34,700.00
Task
12
–
Sustainability
Implementation
Plan
Support
(SIP)
(Optional)
The
scope
of
this
task
aims
to
support
staff
in
completing
task
items
on
the
Sustainability
Implementation
Plan.
• Attend
meetings
regarding
the
Development
Services
role
in
the
Sustainability
Implementation
Plan.
• Provide
support
to
staff
in
completing
specific
tasks
on
the
Sustainability
Implementation
Plan.
• Provide
coordination
and
technical
support
to
help
staff
plan
for
future
endeavors
regarding
the
Sustainability
Implementation
Plan.
Sustainability Implementation Plan Support
Labor
Categories
Est.
Hours
Hourly
Rate***
Extended
Rate
Total
Task
12
–
Sustainability
Implementation
Plan
Support
(SIP)
(Optional)
2017
Rate
(4
months
Sept-‐Dec)
Principal
5
$205.00
$4,100.00
2017
Rate
(4
months
Sept-‐Dec)
Project
Manager
8
$130.00
$4,160.00
2017
Rate
(4
months
Sept-‐Dec)
Associate
5
$71.66
$1,433.20
2018
Rate
(8
months
Jan-‐Aug)
Principal
5
$215.25
$8,610.00
2018
Rate
(8
months
Jan-‐Aug)
Project
Manager
8
$136.50
$8,736.00
2018
Rate
(8
months
Jan-‐Aug)
Associate
5
$75.24
$3,009.72
Total
Not
to
Exceed
Task
12
$30,048.92
Task
13
–
Eco-‐District
Project
Support
(Optional)
The
scope
of
this
task
aims
to
support
staff
in
the
development
of
an
Eco-‐District
within
the
City
of
Palo
Alto.
Activities
may
include
collaborating
with
industry
stakeholders
on
the
development
of
eco-‐district
criteria
detail.
• Assist
staff
in
coordinating
industry
stakeholders
to
participate
in
Eco-‐district
charrette-‐style
meetings.
• Attend
meetings
with
the
Development
Services
staff
to
assist
in
creating
a
task
list,
schedule
and
coordination
plan
for
the
Eco-‐district
development.
• Assist
is
creating
technical
criteria
for
the
established
Eco-‐district.
Green Building Consulting Services – Additional Services Proposal 11
Eco-‐District
Project
Support
Labor
Categories
Est.
Hours
Hourly
Rate***
Extended
Rate
Total
Task
13
–
Eco-‐District
Project
Support
(Optional)
2018
Rate
(8
months
Jan-‐Aug)
Principal
4
$205.00
$6,560.00
2018
Rate
(8
months
Jan-‐Aug)
Project
Manager
3
$136.50
$3,276.00
Total
Not
to
Exceed
Task
13
$9,836.00
Task
14
–
Electrification
Technical
Support
(Optional)
The
scope
of
this
task
aims
to
support
staff
in
coordinating
with
the
City
of
Palo
Alto
Utilities
(CPAU)
to
support
efforts
related
to
electrification.
Activities
may
include
the
following:
• Attend
two
monthly
coordination
meetings
with
Development
Services
and
CPAU
staff
to
discuss
electrification
efforts
• Assist
the
Development
Services
staff
in
collaborating
with
the
CPAU
department
staff
on
technical
coordination
efforts
related
to
electrification
incentive
programs.
• Assist
the
CPAU
department
staff
to
incorporate
marketing
efforts
related
to
electrification
incentive
programs
into
the
Development
Services
front-‐counter
processes.
Electrification
Technical
Support
Task
14
-‐
Electrification
Technical
Support
(Optional)
Labor
Categories
Est.
Hours
Hourly
Rate***
Extended
Rate
Total
2017
Rate
(4
months
Sept-‐Dec)
Principal
4
$205.00
$3,280.00
2017
Rate
(4
months
Sept-‐Dec)
Project
Manager
4
$130.00
$2,080.00
2018
Rate
(8
months
Jan-‐Aug)
Principal
4
$215.25
$6,888.00
2018
Rate
(8
months
Jan-‐Aug)
Project
Manager
4
$136.50
$4,368.00
Total
Not
to
Exceed
Task
14
$16,616.00
Green Building Consulting Services – Additional Services Proposal 12
FEE
SUMMARY
Green
Building
Tasks
1-‐6
Cost
Per
Task
Sub-‐Total
Task
1
$75,548.24
Task
2
$21,692.93
Task
3
$32,396.92
Task
4
$24,436.55
Task
5
$12,248.84
Task
6
$12,018.70
Sub-‐Total
Green
Building
Tasks
1-‐6
$178,342.18
Landscape
Tasks
7-‐9
Cost
Per
Task
Sub-‐Total
Task
7
$41,106.00
Task
8
$26,598.00
Task
9
$29,897.14
Sub-‐Total
Landscape
Tasks
7-‐9
$97,601.14
Optional
Services
Tasks
10-‐14
Cost
Per
Task
Sub-‐Total
Task
10
$9,600.00
Task
11
$34,700.00
Task
12
$30,048.92
Task
13
$9,836.00
Task
14
$16,616.00
Sub-‐Total
Optional
Services
Tasks
10-‐14
$100,800.92
TOTAL
FEES
Total
Not
to
Exceed
Amount
for
Contract
Extensions
(Tasks
1-‐9)
$275,943.32
Total
Not
to
Exceed
Amount
for
Optional
Services
(Tasks
10-‐14)
$100,800.92
Total
For
All
Services
Listed
$376,744.24