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HomeMy WebLinkAbout0353.094I I I I I July 1, 1994 TIlE HONORABLE CITY COUNCIL Palo AHo, California 10 AJ!ru:pyal of A~U!B.lli1lt~Q the City of Palo AltQ.Jl!ll!llN\\JhJ:'tnttJLflJ!. A\SOClalm E!JI~elo"menl Servi.;.e., In~,; Nel'i.cmn..b Anderson ~1~t~:J\.T!d_Slll&.QJ).rIf!l Engipe< ... Inc.; r~r Co",ultl~.~illH!lJI.1WII"'I!=~~n:lltIQIl furJ&IllIll....MQ.lIlnduslriaJ ProlIT.msJ!!LlUllW~!.b.mSm!mJ:!llQn\io~!K~. Members of the CovacH: Im!!!rt I. Brief This staff report r~uests that CQuncil 3ulhorize agreements with (he rOUf consul!ants indicated to provide consulting services 10 Ulililies for Commerdalllndus.trial {em .Dem&nd·Side Management (DSM) activilies. The total budget for work ptlfomlcd urxkr these contracts is $204,000. The consultants will provide specialiled coruultalion. guidance and engineering analysis on an as-needed basis to Hesollf'Cc Conservation surf and en customers regarding efticient technologies and practices. Approval is also re<jueste<l for. Budget Amendment Ordi ... nce (BAO) to provide funds for .hes< ""nsullant services in the FY 1994 -95 budget. To continue 10 provide high quality. high value services to our commercial and industrial customers (including City facililies), Re.source Conservation staff has identified the continuing need for consultant·based electrical and mecltartical engineering ass1s13nce over the next two years. These agreements repface similar contracts that expired at the end of the 1993·94 fiscal year. The assistance suppons ac-tivitie) such as facility energy auditing al1d analysis, end-use analysis. system c<:onomic ilMlysis, new construction design review, seminars for staff and cuslome.rs. and related technical and specialized services. CMR:353:94 ·'~~"~~:I~o<r[. ):. '~~)"'r"~ .'" . - /,' "" . Consulting services are used to augment slaff resources: and provide specialized knowledge, analysis and independent appraisal. COJt<;ultanl \york Is: assigned on an as,' needed basis 10 support Resource Conservation objeclives as Ihey rei ale 10 CII customers. Over the past six years, similar consultant contract services have been utililed to perfonn a diverse array of project analyses. These include contraclual implications of back-up power systems, dem:!lnd'limiting control sLr-ategies, motor drive efficiency improvements, rooftop air conditioning replacement alternatives, boiler replacemem. and energy management system upgrades. 1be services will be provided by the consultants on an as-needed basis, when the need for services is detennined by the Utility. Con'Jullant work will be directed by the City's Project Manager Ihrough the issuance of written task assignments, The scope and fee for each task assignment witl be negOliated between the consu!lant and the City's Project Manager prior to commencement of the requestetl work. TIle initial conlT(l.ct period will be one year for each consultant, with option for annual rei1Cwal. One adjustment in billing rat<" will be ,lIowed annually. 'fhe establishment of four i::ontraclS is proposed. Est..1hlishing comracts with mulliple consultants has proven to have several advantages. Jt affords fJexibility with respect to assignment of specific tasks and it allows staff to retain expertise in different areas: ftnaoce/new construction project development; mechanical system components; training; and comprehensive 3udiHng. Additionally, tl provide-s for cost competili~'eness between consultants and lowest cost of task completion for the City. '£be budget for these services reflcers an increased emphasis on addressing increaSing challenges and opportunilies within the Major Account market segment resL;htng from competitive changes in the utiliti~ market place. The-se changes range from new te<:hn91ogies to increased service expectations to alternative suppliers of energy resout:ees. Funds were available for there agreements in the fLscal 1993 4 94 budget. The contract was scheduled 10 be prc.se'tlt«i to Council for approval on June 27,1994. An i:isue concerning compliance with the public notice'requirements arose, and, as 3 result (he item was not reviewed. Since staff was unable to resch-:-dule the ilem for Council approval before fhe end of the fiscal year 1993-94, the monies relum 10 the Elecfric Rate Stabili"'lion Reserve (RSR) wilh the close of the 1993-94 fis<:al year. SUfficient funding for the programs is not now available in fiscal year 1994·95 adopled budge!. Approval of the altached Budgel AmendmeniOrdinance (BAO) in Ihe amounl of $2()!1,OOO from the E1eclric RSR will provide for the funding of Ihese contracts. CMR:353:94 \', I ['-. ' i I I I' I \' ~ .. " ,,, I I ! Co osultant Selectlpn PrO{W. A Reques£ for Proposal was distribu£ed £0 twenly-one <onsulling firms with offices in £I", Bay ANa. Seven£oon proposals were received and evalua!ed in a<:cordance willi the City's ·Sehx:Uon Procedures. ror Professional COMuttants." A three person selection ad\'isory c{'Inuninec (including oae california-registered Professional Engineer) shortened the Hsl of rc.spoooenlS 10 seven based upon the selection criteria listed in the Request for Proposal; relevanl expericl1C(:, completeness of proposal, and ability to respond to tas!< as$1&nmenl~ to perform speciallwt engineering and ,technical analysis. These seven respondents were eath interviewed by the same panel using the same selection criteria. Contracts were I"epared by tl1e City Anomey's office. De"ils of £he ta,k assignment prOC(..Ss are de-scribed' in the contract documents. true to lhe as~needed. ,Ust< assignment nature of the anlicipated work, priCing was not appropri,.te as a ,primClr)r wlC{;!ion criteria. Pricing was, however, evaluated on a relative basis among all respoooents. The pricing comparison was made 011 the basis or both "per hour· "Dilling :ates and on lheir pmposed costs co perfonn certain h),pothetital tasks 0\]11[000 in the Re<juesl for Prc>pos.a1. As a group, (asts for the selected comu[tants averaged approximately six percem le.."5 than the (aSH: for the llon-setecfe<i respondents to tlle Re<jutst for Propos. I. 'The foHowing consultants were seleele<:! by the Selection Advi-sory Corrunitree: Brown, VC'oce and Associates; ELB Dc\'tlopment Services, Inc.; Newcomb Andermn Associates; Salas O'Brirn Enginecl>, Inc. In Ih! event that one or more cOflSuttant is lInable to pel form the servke.s during the iXJn1raCi period, the City manager or her designee may exercise the option 10 retain replacement cOllsuHant(s). The replacement cOl1Su!tant(s) shall be required 10 sign a contract to abide by the lemlS ~nd conditions as defined in the Request for Proposal. The replacement co",ul"n£(.) shall be scleeled from a list of two altornates en,e Be.nlley Company; Energy Investment Inc.) that were identified LhJough (he consultant sefe<:tion process for this Request for Proposal. Staff recommends that Council: 1. Approve a Budget Amendment Ordinaocc in the amount of .$204,000 to fund the Con~ulling Servkes to Utilities Resource Conservation for Commercial/Industrial Programs; and 2. Approve and authorize lhe Mayor fO exc<;ute agreements WLfh Brown. Vence and Associates; ELH Development Services Inc.; Newcomb Anderson Associates; and CMR:353:94 " \ . ..,. • . . , . ". ~'_ ••• _L..-..-... ... _ ......... ..:. __ ~~_ S,las O'Brien Bnginee ... Inc.; for a combined, maJ<L'I1Um total of $204.000 for Consulting Se!)lk.es [0 Utililies Re.sourc.e Conservafion for Commercial/Industrial Programs; and 3. Authorize !he City M.ll.g'r or her designee to .cquire repl.cement consultant(s) as nocessary from !he approv<d liS! os decm<d ~ry; and 4. Approve 800 authorize the Mayor to cXe("u!e agrec-menl{s). as necessary, with [he repl,c<men' conrulta.nt(s). CMR:353:94 J IYJdg.ct Amendment Ordhunce lJ Agre<m<nl (EUI [)e"elopmenl Services, Iypical of four) III Exh ibit . A: Soopo of Se rvkes IV Exhibit D: Fee SeOOJules ., \ \ ORDINhNCE OF TlIt; COUNCIL OF 'I1iF. CITY OF PALO ALTO AMENDING THE DUl>GEr FOk '1'1iE FISCAL YEAR 1994-95 TO PROVIDE AN ADDITIor~AL APPROPRI .... TION NR CONSUVfA.N'I'SERVICES FOR COMMERCIAL/INDUSTRIAL [)EJiAND SIDE !-tANA(,;F.J.Um'r PROGRANS IN THE ELECTRIC FUND WHEREAS. pursutlnt, to thG provisions of Section 12 of Ar-ticl4l III of the Charter of the Cl ty of palo Alto. thO" C(luncil on Jone 20. 1994 did adopt a budget for fiscal year 1994-95; and NHEREAS, there provide electrical available through customers regardil'lg and practices; and is a need to c:ontinlll.1 to utili!t:! consultants to and mech.anical engineedr,g c:xpc-rt!sc. not City staff. to cCr.-'~"',ercidl and industrial efficient derr~nd side r.'.an1'lge.'Cent t(]chnoloqies WHEREAS, the cun"ent agreements for these servic(!s expired at the end of the 1993-94 fiscal year; and ~ffl!-.:RF.AS~ the funding for the cont inuatlol"i of thC!se contracts was included in the 1993-94 budget and staff was una.bl.c to bdng these programs to Council for approv~l prior to the close of the 1993-94 fisce:.l year, the fundi.ng, thereforo. has been r.eturned to reserves; <'Inc1 WHeREAS, the funding required Cor these consultant s.ervi.ces is $204,000, NOW, TH8REFORE. the council of the City of Palo A110 dons ORDAIN as follows: SECXlON 1. The sum of ($:204,' 000) is hereby added to Fond, and the Electric correspondingly reduced. Two Hundred Four 7housand Dollars Contract ServicE's in the ElecU"ic Rc;,te Stabilhation Reserve is SECTION 2. 'I·his transaction wi 11 reduce the r.lectric Rate Stabili~ation Reserve [rom $26,315.000 to S26.111,000 as ot Y.ay 31. 1994. SECTlotL..1. 1\s speci[ied in Section 2.2S.0aO(aJ of the Palo Alto Municipal Code, a two-thirds vote of lhe City Council is required to adopt this ordinance. S..f:.cTlill:L . ...4, The Councll of the Ci ty of £><'110 Alto heri~by finds that the enactment of this ol"dinance is not is pI"oject under the California Environmental Quality Act and. therefore, no environmental impact assessment is necesstlry. , ' j. i I , I I I SEM'ION ...5:, M\.micipal Code, adoption. Q 1\s provi.ded in Section 2.04.375 this ordinance shall become INTRODUCED AND PASSSD: AYES: NOES: ABS'rEN'I'IONS: i\BSBN'l' : A'ITEST: APPROVED: of tho Pa 10 Al to effective upon City Clerk. -----.------._---------------"-----Mayor APPROIJED AS TO FORl.I: Sr. Asst. City Attorney APPROVED: City Manager Director of PinNnce 94-1.2 •.. '.'- >. I i o lI..G R B B ~I II l:LT BBrwBBN TIlE CITY OF PALO lIL'1'O AND ELK DEVBLOPHBN'1' SERVICES, INC. FOR ENBRGY CONSULTING SBRVICBS THIS AGREBMENT is made and entered into this ___ day of j 1994, by and between the CITY OF PALO ALTO. a-muni-;c:1i;-:pa=1;-c::-oo~rp=o:::r:=a7tion of 'California, hereinaft.er l,"eferred to as "CITY," and BLH DEVELOPMENT SBRVICES, INC. (Taxpayer Identification NWl'her 69·0299535), a California corporation, with offices at 2710 Gateway Oaks Drive, Suite 225, South Sacramentol CA 95933, hereinafter referred to as III CONSULTANT II ; NIT H...B S S E~I WHBREAS, CITY desires cerr.ain services, including energy consulting services; and WHEREAS. CITY desires to engage CONSULTANT to provIde these se:rvices by t"eason of its qualifications and experienr:e for performing-such services, and CONSULTANT has offered to provide the l:equired services on the terms and in the manner eet forth he:t:ein; NOW, THBRRFORB, in considel"ation of' their mutual covenants, the parties hereto agree as follows: SllcrIQILl. • DEfINITIONS 1.1 .an: The term ~CI'l'X'~ shall mean the City of Palo Alto, California. The term 'City Manager" shall mean the duly appointed City Manager of the City of Palo Alto, California, or his or her designated representative. L 3 crTY CLI1RK The term ~City Clerk~ shall mean the duly appointed City Clerk of the City of Palo Alto, California, or his or her designated representative. 1.4 RLSK MANAGER The term -Risk M~nagerll shall mean the duly appointed Risk Mallager of the City of Palo Alto, California, or his or her designated representative. 1 '" ", ~ \ . """, I. " '1( ... ,;;o;"""'d£':"~" ~i>j,.-;·.;::~;""':";",..;~~~:_" •• :' "_ .. _ •• ,;..1. ____ • ....-,..,, ..... "-_. __ ExMbit attached o o 1 . 5 £R2J.l!.CI The term ·~roject· shall mean the services described in IAI, entitled 'Scope of Sex;vices and Time Schedule", he(cto and made a part hereof by this reterence. SRrnQlL2_'--l',RQ,l'tc:L~QQJlJlll1Al:I.QJ:l 2.1 OTI. The, City M<lnager shall be representative of CITY for all p\lrp08es under this Agreement. LINDSIIY JOYS is designated as the Project Manager for the Cit.y 11anager, and she shall supervise the progress and execiJ,tion of this Agreement. 2.2 W):!l>ULTJIlIT CONSUL'I'ANT shall assign a single Project nil.·ector to have o~erall responsibility for the progress and execution of this ,Agreerr.ent tor CONSULTAN'f. BRIC RAFTER hereby is designated as the Project Directo:t.' for CONSULTAN'l'. Should circumstances or conditions subsequent to the execution of this Agreement require a substit\lte Projer;:t Director for any reason, the Project Director designee-shC"ll be subject to the priol.-wl.-itten approval of the Pr.oject t-Sanager. ,s1l!':UQILL:.J!\IT.IN_QL CQNSUL'l'JIlIT 3 . l Sl!~-IDLI'.llRlilllHlU! CONSULTAN'f shall provide all specified services as set forth in Bxhibit A. 3_2 ~~$-XQ BE OBSERVBD CONSULT~r shall, :1.2,1 Procure all permit$ and licenses, pay all charges and fees, and give all notices which may be necessary and incid~nt to the due and lawful prosecution of the services to be performed by CQNSULT~~ under this Agreement, .3.2; 2 Keep itself fully infonned of all existing and future federal, Btate, and local laws, ordinances, l-egulations j orders, and decrees which may affect those engaged or employed under this Agreement, any materials used in CONSULTANTj s perfoxma:r~ce under this Agreement, or the pexforrnance of the services under this Agreement; 3.2.3 At all times observe and comply with, and cause all of its $ubcOJ1tractors and employees, if any, to observe and comply with~ the laws, ordinances, regulations, orders and decrees mentioned above; and 2 " , \ / 3.2.4 Iln01edlately report:. to the project Manager in w).'itJng any discrepancy or inconsistency it discoveL-s in the lawaI ordinancea~ regulations, orders, and decree,s mentioned above in relation to any plans, drawings k specifications or provifJions of this Agreement. 3.3 RELBIISB Ol'....REI'QR.TILAlIDJlID}ilt)AT)1).1:! Any reports, infonnatlon~ data O\~ other material given to, or prepared o-r ausembled by. CONSULTANT or its subcontractors. if any. under this Agreement shall be the property 61: CITi' and ahall not be I'1o~\de available to any individual Ok." organization by CONSULTANT or its subcontractors, if any k without the prior w .... itten approval of the City ~~nager. If CITY requests additional copies o( reports, (hawillgs. specifications or any other material which CONSULTM"T is required to furnish in Umitcd qUilntities as part of the o<!tvices under this Agl'eementk C;ONSUVfANT shall provide such ~'ldditio)lal copies as are requested and CITY shall cvmpensate CONSU!/fAN·--r for the costs of duplicating of such copies at CONSULTANT's cost. CONSUl/rANT represeuts that it has the expertise and professional qualifications to lUr!1ish the services described under this Agreement. As evidence thereof. CONSULTANT warrants that one or more members of employees of the f:im are licensed b)I the State of Califol:nta and that. the services to be provided under this Agreement will be perfoITlled by them or under theJ r Bupervision. CONSU[,'l'ANT states that it it} aware of the requlrements of the federal Americana with 'Disabilities Act or. 1990, and the Goverrunent Code and the Health and Safety Cocle of the State of California. relating to aceeS8 to public buildings and accon-modations for disabled persons, anrl relating to facilities for diRabled persons. CONSULTANT shall comply wIth or ensure by its advice that compliance with such provisions will be e-ffected pursuant to the t.erms of t.his Agreement. ' SHCTroN 1 . @lllJi,.SA1:llill For the fut 1 performance of the serviCE!9 defitled in Exhibit A, CITY shall pay CONSULThNT the agreed upon sum determined in accordance with the hourly rates specified in Exhibit B within thirty (30) days of submission by CONSULTMrr of its itemized billing, in triplicate. 3 " ( J i I SECTION 5 -DUTIES OF CII1 CITY shall provide all specified aervices as detellllined in the written task descriptions as set forth in Exhibit A. SECTIOlI 6 -TERN This Agreement shall convnence on July 1, 1994, and ehall continue in full force and effect until tell11inated as provided herein. In thE'! event that the services called fer under thit) Agreement are not completed within the time specified a.bove. the City Manager shall have the option t:o extend the tim~ tor completion. Thie paragraph. does not preclude thp.: recovery of damages for delay by either party. ~ION 7 -TBRMINATIOIUlILSJL~~HQtUl.f. I\GRS8M8i'1T 7 . 1 lllilliLl:ILSIDl (,,;ND _QR_'UJ\M.WK£I> The City Manager may suspend this Agreement f in WllO'lft Qr in part, or terminate this Agreement. with or without <:'ause. by giving fifteen OS) prior written notice the::eof to CONSULTANT. Upon l."eceipt of Duch notice. CONSULTANT shall llT"il'"1J3diately discontinue its perfol~~nce under this Agreement. CONSULTANT may terminate thiD Agreement Q1:." sllspend work on the Project by giving thirt.y (30) days' pt"lor written notice thereof to CITY r but only in the event of substantial failul'(~ of performance by CITY or in the event CITY abandons or indefinitely postpones the Project. 7.:2 PAYMENT Upon such suspension or termination by CITY, CONSULTA}rr shall be paid for all services actually rendered to CITY to the date of su'ch suspension or term:tnationj provided. however, if this Agreement is suspended or terminated for fault of COr~SULTANT. CITY shall be obligated to compensate CONSULT~7 only tor that portion of CO~SULTANTr s services whi.:h al.·e of benefit to CITY, as such determination may be made by the City l-f.anage1:." in the reasonable exercise of his or her discretion. Upon such suspension or te1:.mination, CONSULTANT shall turn over to the City Manager immediately any and all copi~s of studies. sketches, drawing a , computations. and other data, whether or not completed, prepared by CONSULTANT or its subcontl"actors, if any, or given to CONSULTANT or its 3ubcontractors, if any, in connection with this Agreement. Such materials shall become th9- permanent property of CITY. '., ".L. \ , I I , I i I.·. r I I .. , , , "", " ,-, SEC.'rION 3 -INDEPENDENT JUDGMENT Failure of CITY to agree with CONSULTANT's independent findings, conclusions, or recoJ'M\endations, if the same al'e called for under this Agreement, on the b8_sis of differences in matterD of judgment, shall not be construed as failt.u:"e on the part of CONSUl,TANT to meet the requirements of this Agreement. ,LEC'rJON 9 -MSIGN.Mlili:!:' PERSONAl, $ERVICB~~NSULTAIIT'" ANIl BMPI.QX.~ 9 " 1 ASS IGNMSNT Both parties shall give their personal attention to the faithful performance of this Agreement and shall not assign, transfer, convey, or otherwise dispose of this Agreement or any :eight, title or inter.est in or to the same or any part thereot without the prior written consent of the other pal"ty, and then only subject to such terms and conditions as the other pal'ty may require. A consent to one assignment shall ilot be deemed to be a conse!lt to any subsequent assignments, Any assiglU(lent without such approval shall be void and, at the option of the other party, shall terminate this Agreement and any license or privilege gr;;anted herein. This Agreement and any interest herein shall not be assignable by operation of law without the prior written consent of the other party. 9 " 2 PERSONI\1, SIlli'LIQ1£ It is agreed that this Agreement is for the personal services of CONSULTANT and cannot be performed by any other person or organization. 9 " 3 SUBCQNS!I!,TANr~; EMPI&"!W1J1 CONSULTANT shall be responsible for employing or engaging all persona necessary to ,perform the sexvices of CONSULTANT hereunder. No subcontractor of CONSULTANT will be recognized by CITY as such; rather ~ all subcontractors are deemed to be employees of CONSULTANT, and it agrees to be responsible for their p~rfornlance. CONSULTANT shall give its personal attention to the fulfillment of thp. provisions of this Agreement by all of its employees and subcontractors, if any, and shall keep the work under its' control> If any employee or subcontractor of CONSULTANT fails or refuses to carry out the provisions of this Agreement or appears to be incompetent or to act in a disorderly or improper manner, the employee or subcontractor shall be discharged immediately fram the work under this Agret:!ment on demand of the Proj ect lo1anager. SECTION 1 Q , NOn CIl,S All notices hereunder shall be given in writing and mailed, postage prepaid, by certified mail, addressed as follows: 5 ).!';>i;,:;",,;-;r~~,{~+:,;.;,.;,~.:..-;;:::-,~ ;',-;.--,; L \ ," eo', I I ," J' -, 11 : r ~""",'0""",,,,.J, ' • 1'.',_ ,," . i> . , j I.' ......... ' ...... : ... '.' .. W"-:'·"· TO CITY: Office of the City Clerk Post Office Box 10250 Palo Alto. CA 94303 'TO CONSULTANT: Attention of the Proj ect Direct.or. at the address of CONSULTANT recitl!!!d above lil>C:U9N 11 . INTEREST OF CONSULTANT In accepting this Agreement. CONSULTANT covenants that it presently has no interest, and shall not acquire any interest, direct or indirect, financial or otllerwise, which would conflict in any manner or degree with the performance of the services hereunder. CONSULTANT further covenants that, in the perfot~nce of 'this Agreement, no subcontractor Qr person having such an interest sh(lll be employed. CONSULTANT certifies that no one who has or will have any financial interest under this Agreement is an officer or employee of CI'TY" It is expressly agreed that in the pel."forrnance of the professional services required under this Agreement, CONSULTANT. and any of ito subcontractors or ernployees, shall at all times be considered indeoendent contractors and not agents Oi." en'ployees of CITY. • CONSULT1\N'f agrees to pl."otect, indemnify, defend and hold halwless CITY~ its Council members, officers, agents and employees from any and all demands. claims, or liability of any nature. including death or injury to any pel'son~ propet"ty damage or any other 10BB, caused by or al.'ising out of COnSULTANT's~ its officers', agente~ I Bltbcontt"actors' or employees' negligent actfl, errore, or omissions, or willful mj,sconduct, or conduct for which the law may impose strict liability on CONSUI.TANT in the perfonlla.nce of or failure to perform its obligations under this Agreement, ~.l.. -h"'QRKERS' COMPBNSATION CONSULTANT, by executing this A9:("eernent~ certifies that it is aware of the provisions of the Labor Code of the State of california which :require every employer to be insured age.inst liability for workers~ compensation or to undertake self-insurance in accordance with the prov.lsionf.J of that Code, and certifies that it will comply with such' provisions before commencing the perfonnance of the work of this Agreement. !l~ INS\JRANC8 14.1 JNSVRANCE COVERAGE CONSULTANT~ at its sole cost and expense, shall obtain and maintain, in full force and effect throughout the .entire term of this Agreement, the insurance coverage described in Exhibit ~CI"I ~ attached hereto and made a part hereof by this reference, insuring not only CONSULTANT and its subcontractors, if any, but also, with 6 9~16r)'11 007'061S L \ ( i I I I I the ex-r:epti.on of workers' cO:l;lpensation, employer-'s liability, and protcssional liability insurance, naming as additional insureds CITY, its Council members, officers, agents and employees, and each of them, concerning this Agreement and the Project. All inl>urance coverage required hereunder shall be pi'ovided thrO\lgh carriers w1th a Best rating of A:X or higher that are admitted to do business in the State of California. Any and all subcontractors of CONSULTANT under this Agreement shall obtain and maintain, 1n full torce ano effect throughout the term of this Agreement, identical immrance coverage. with CITY nruned as add.1t.1..onal insured \mde:r:-such policies as required above. Certificateo of such insurance, preferably on the forms provided by CIT¥, shall be filed with CITY concurrently with the execution of this J\greement. The certificates shall be subject to the approval of the Risk Manager and shall contain an endorsement stating that the insut~ance is pl'imary coverage-and will not be cancelled or altered by the insurer except after filing with the City Clerk thirty flO) days' priol' written notice of such cancellation or alter .... tion, and that the City of Palo .Alto is named as 0,1 additional inBured except in policies of worKers~ compensatiO!1, employer'S liability. and professional liability insur,lnce. Current cert ificates of such insurance shall be kept on file at all times during the t.erm of this Agreement with the City Clerk. 14 . 3 NO LIMIT OLt.IAlllhlTI: The procuring Of ouch l'equired policy or policies of insurance shall not be construed to limit CONSUL'l'ANT~s liability hereunder nor to fulfill the indernnlficat.lon provision and r9quil.'ementB of this Agreement under Section 13 hereof. notwithata~ding said policy or policies of insurance, CONSULTANT shall be obligated for the full and total amount of any damage, injury, or 1098 caused by the serviceB performed under this Agreement, including after the Agreement has ternlinated Ot' expired, CONSULTANT agrees to petmi t CITY to audit, at any :z:easonable time during the tetTll of this Agreement and for three D) years thereafter. CONSULTANT'S recorda pertaining to matters covered by, this Agreement. CONSU!.TANT further agrees to maintain such records for at least three (3) yearg after the tenn of this Agreement" The terms. covenants, and conditiong of this Agreement shall apply to, and shall bind, the heirs, successors, executors administrators t assign9~ and subcontractors of both parties. ' 7 \4.0616.)" 007061 S \. I '.'. I. .. ~"" o SECTIQN 17 . WhlYBRS 1'he waiver by either party of any bl:each or violation of any term, covenant, or condition of this Agreement, or of any provisions of. any ordinance or law, shall not be deemed to be a waiver of any other'term, 'covenant, condition. ordinance, or law Ol­ af any Bubsequent breach or violation of the same ot: of any other term, covenant, condit ion, ordinance. 01' law. The 6ubsellll(:mt acceptance by either party of any fee or other money which may become due hereunder ahall !lot be deeMed to be 3· waiver of any preceding breach or violation by the othP,l" part,Y of any te:r.m, covenant r or condition of this AgJ."e('lment or of any applicable )a\o' or ordinance. The prevail ing party in any action brought to en[or(;€, the terms of this Agreement or arising out of this A9:t:'e..?-mcnt rMy recover its reasonable costs and attorneys' fees expended .in connection with such an action fL'(~ the other pa:t:·t y. No payment I partial payrnent, acceptance. or partial acc£ptance by CITY flhall operate as a ..... aivel.-on the pal"t of t'1'",'Y of any of its rights under this Agreement. 20.1 lliITY QP CONSULTANT No discrimination shall be made in tht;o employment of p~rsons under this Agreetrlcnt because of Ule dge~ race, color, national origin, ancestry~ religion, dieability, BE-xual preferel\ce or sex: of such person. If the value of this Agreerr,ent is, or may bel Five Thousand Dollars ($5,000) or more, CONSU! .. TAN'r agrees to meet all requirements of. the Palo Alt.o I-oIuniclpal Code pel"taining to nondiscrimination in emploYlnent, including completing the ·Compliance Report--Nondiacrimin.'ltion Provisions of Cit)· of Palo Alto Contracts· on the fOl.m fm:nished by CITY. attached hereto ao Bxhibit ROn and made a part hereof by this reference. CONSULTANT agrees that each agreement. for services from _tndependent providers shall contain a pl.'ovision suhstantially as follows: 9tf.)616 '1-11 007061 S L nProvider shall provide CONSULTANT with a certificate stating that he (or she) is currently in compliance wiU) all Federal and State of California laws covering nondiscrimination in err,ployment; that he (Ot­ she) t..-ill pursue an affirmative course of action as required by thd Affirmative Action Guidelines of the City of Palo Alto; and that he (or she) will not discriminate in the 8 "'~.·l· .. . . . ; I i I 1 ",J employment of any person under this contract because of the age, race, color, national origin, ancestry, religion, disability, sexual preference or sex of such person." 20.2 ~ FOR DrSCRI~INATIQN If CONSULTAh~ is found in violation of the nondiscrimination p~oviaions of the State of California F~ir Rmployrn~nt Practices Act or 6imilar provisions of federal law or executive ordp.r in the performance of this Agreement, it shall thereby be found in rraterial breach of this Agreement. Thereapon, CITY shall have the power to cancel or suspend this Agreement, in whole or in part, or to deduct from the amount payable to CONSULTANT the sum of Twenty-Pive Dollars ($25) for each person for each calendar day during" which such pereon wae diacrlminated against, as darnages for breach of contract, or both. Only a finding of the State of California Io'air Emplo~'l11ent Practices Conunission or the equivalent federal agency or officer shall constitute evidence of a violation of. contract under this section . .If CONSllLTAN'I' is found in violation of the nondiscrimination provisions of this Agreement or the applicable affirrMtive action guidelines pertaining to this Agreement, CONSULTAN'l' shall be found in material breach of this Agreement . . Thereupon, CITY shall have the power to cancel or suspend this Agreement, in wholE:! or in paX"t, or to d(~duct fronl the amount payable to CONSULTANT the swn of Two Hundred Fifty Doll.rs ($2501 for each calendar day during which CONSULTANT is found to have beel) in such noncompliance as damages for breach of contract, or both. This document represents the entire and ifltegrated agreement betw~en CITY and CONSULTANT and supersedes all prior negotiations, representations, and agreements, either written or oral. This document may be amended only by written in8trument~ signed by both CITY and CONSULTANT. SECTION '~VERNING--M1'l This Agreement shall be governed by the laws of the Stat.e of California. IN WITNHSS WHEREOF, the parties hereto have executed this Agreement the day and year first above written. ATTES~': CITY OF PALO ALTO City Clerk r-~yor----------·- 9 I ~", ~ij.i§";T';"''''Y"';--~. --," ! " '.' :.: , "\'-1 ' ~. \. I I I I I , I I l I l l I : I I . . o APPROVED AS TO FORM: Senior Asst. City Attorn~-y---- APPROVED: ELH DEVELOPMENT SERVICES, INC. /'" AssIstant City ManagGr-------- By: ~:...-/d£/£ Its:_P'y;;d",,,t 7 Director of Finance Ri ek l-!anager APPROVED AS TO CONTBNT: Attachments: EXHI~IT ~A·: EXHI8IT "B~: EXHIBIT ·e n : EXHIBIT 80": SCOPE OF SERVICES AND TIME SCHBDULE FEB SCHBDUJJE INSURANCE NONDISCRIMINATION CO~lPLIANCE FORM 10 • ',', \ APPROVED AS TO FORM: SenIor Asst, City Attorney APPROVEJ): ,>',., .. . .. _ ........... ..; .... _1"."" • ..,;_· ...... ;...._ .. ;~_; •.. __ .'~""". (~dVENCE & ASSOCIATES '-.~~P \ 0 Qyvv---- Its: r,n,.W~_-__ Assistant City M.anag'~e::r:---- 5Iroctor of Finance Risk Manager--'-------- APPROVED AS TO CONTENT: Director of iYi:1IT.tTe"g------ Attachrr.ents: RXHIBIT • A· : EXHIBIT "S'" EXHI8IT ·C· BXHUHT -0- SCOPR OF SERVICES AND TIME SCHEDULE FEE SCHEDULS I NSURANCB NONDISCRIMINATION COMPLIANCE FORI~ 10 1 i , . . ,." .-.~,,--'-;-':""-~.":::~~. APPROVED AS TO FORM: senfOi'""iI9st. City AttorlIOY-' APPROVED: ~:;G:~:. AS~:~CIATE_S __ AssIstant City Manager-. nlew(.omu Its : ____ f.r~~}J!!IL __ .. _ _' __ ~. ___ _ i5IreC"tor of J;tinance--·---- ii"isk Manager APPROVED AS TO CONTE/IT: Attaclunent9: 8XlfIDlT 'WA'I: EXIUBIT ·B·: B"XHIBIT "c ... : BXHIIlIT "D": SCOPE or SRRVICBS ANV TIME SCHEDULE FBI? SCH~DUI,8 WSURAIlC& IIONDJSCRIMINATION COMP['IAIlCB FORM 10 I '1 I APPROVED AS TO FORM: Senior. Asst. City Attorney APPROVED: Assistant city Manager Director of Finance Risk Z'1anager APPROVED AS TO CONTENT: Director of Ut-iliti-e=-=s-- Attachments: EXHIBIT "A": RXHISIT "B": EXHIBIT lie II : EXHIBIT liD": 94(06 16 I)'n 0070614 . SALAS 0'8781 ENGINEERS. INC, By:-~~~t:0-------------- It.:_.~..!_.l!1'.·11 ________ _ SCOPB OF SERVICES Mm TIME SCHBDUL8 FEB SCHEDULE INSURANCE NONDISCRHIINATION COMPLIANCR FORB 10 -.. -,-.,,-'.-'. .. " . " .' , , , ,c;:_-:-... _~ ......... ,._..::. EX\f:¥IT A: SCOPE OF SERY~CES \..'" ,,-,j CITY OF PALO ALTO UTILITIES RESOURCE CONSERVATION REQUEST FOR PROPOSAL FOR ENERGY CONSULTING SmVICES The objective of this soficitation is 10 secure multi-year consulting services to the City ot Palo Alto (CITYI Utilities Department and ils commercial and industrial Customers .. The services witt be provided by the consultant on an as-requested basis. when the Ileed tor services is determined by CITY. Consultant wOlk will be directed by the CITY~s Project Manager through the issuance of written task assignments. The scope and tee tOt each task assignrnent will be negotiated between the consultant and the CITY's Project Manager prior to commencement of the requested work.. The contract period will one year with an option for renewal at the end of each year for a maximum of three yeal's. or when the funds are expended. whichever OCCUl'S 1irst. One adjustment in blUing rates wiif be allowed annually. The type of services include: customer energy audits. project design review. new construction marketing assistance, 1echn!cal assistance for Utilities program implementation and Utilitios staff training. Utilities Department Resource Conservation Section wiJJ select no more than four consultant firms to retain the required expertise in all the task arees. The selection criteria is described herein. BACKGROUND The Resource Conservation Division of the City of Palo Alto Utilities Department provides energy audits to its commercial and industrial customers. Over the past six years, consultants have been engage.d to perform these audits when tho (ludit required specialiled expertise. The scope of the consultant .GerviCes hos ranged from specific project analysis,to comprehensive whole building auiJ;ts. The Utilities Department has completed an Integrated Resource Plan (IRPJ which identified 30 MW of cost·effective electric efficiency opportunities by the year 2011. As di.·ected by tho IRP~ Resource Conservation is developing programs that offer incentives for efficiency projects in mechanicar and erectric.af systems. Incentives are proposed for new construction and replacement of equipment that has failed or reached the end of its lJseful physical or economic life. Consultant(s) may V,, asked to provide technical services to augment these programs. , I , i ,-", . f' CITY OF PALO AL',v'UTILITIES RFP FOR F.NERGY CO,.JULTING SERVICES At tho direction of the CITY'S Project Manager, the consultant/s) shall provide on an as-needed basis: Audit Sen/ices to Customers. The scope of audits may range (rom walk-through to detailed en,gineering clnalysis of energy'consuming systems. The" audit tasks may include making recommendations on; equipment replacement, equipment operation and maintenance. indoor air qua Ii tV. power Quality and power (actol, A life-cyc!e cost/benefit analysis wJlI be provided for each task recommendation. A written report will be provided to both customer and the City. Oral presentations to customers may be incruded. 2. P/oject Design Review. Tasks include making recommendations tor efffcient equipment selection for new buirdings and renovation projects, site visits. phone consultations and rresentations to customers. 3. 4. Marketing Services for New Construction. Tasks include assisting CITY staft in making presentations to customerS r specifying desi,gners. and deycropers on efficient equjpment in commercial development projects. Other tasks may include new construction project lead development and performing project financial analysis. Technfcal Support for l1on·residentiaf. resource acquisition programs. Tasks include: a. Making recommendations for energy eWciellt equipment serection. Systems fnclude: efectric and gas chillers. coofing towers, air distfibution systems, pumping systems, package air· conditioning units, moto'rs, adjustable speed drives and building energy management systems. b. Performing project energy and .economic analysis. c. Performing short term monitoIing and performance evarualion. d. Reviewing building/system commissioning plans and make recommendations. Commission air· conditioning systems if required. 2 . <.;- \ . ,,-'" :'" :: .~, ';..:. \.~ .. ---,-, ... ;.. .' ,~, r-., CITY OF PALO AL'rd UTILITIES RfP FOR ENERGY C(:,n$ULTING SERVICES 5. Training lor CITY ;uBff and customers. Training topics include; 3. M'echanica, systems, and rheir selection, opeHltion and maintenance. b. CeWcrnia Energy Code Title·24 compriance for mechanical measuros. c. financial analysis of erticient mechanicar projects, Analysrs for new construction sJlou-fd inc rude the project impact on the building value and financir:g terms. Tho selected consu!tams will be assigned tha: various tasks as they occur, depending ern ~he scope of the task and the their area or expeflise and at the discretion of the CITY~s Project l\'larager Bnd lhe customer. 1. The CITY~s PfOject Manager will define the task and provide it written dp.scription of the task to the se!ected consultant. 2. ThS' consultant shall provide CHV a 'oN/ittcn 1ixed p,ice Quotation for services along with an estimated timD for comptction. jf a site visil and meeting with tho customor is u~Qu(red to estimate the cosr 01 the task. the consult.:mt may charge 8 fCasonabfo fee for hfs or her time required fo~ the visit. This may be added to the cost or the proj{lct assignments or charged separately. If the consultant declinos 10, perform the work on an offered task~ the CITY's Projecc Managor should be notified within five working days aher the site vjsit. Based on the price quotation, CITY will authorize the work with 8 written '"Nolica to Pwceed". or redefino the tas!<s associated with the assignment. A project completion dala wili be S€I by CITY, 5, The consultant shall ~om.olele th~ wO/k and p,ovide CITY with the deliv-erabfes, A 95% compiete drart report must be submitted at least 10 working days before the project deadline (01 CITY review and comment. 3 \ \. ! '. ,.r, .<'\ CITY OF PALO Ab./UTILITIES RfP FOR ENERGY C(,.·,ULTING Sf.RVICES QruYERAB.ill Tho doliv&rables wiJI be determined on 8 task by task basIs. Oollverabfes may include reports; Tllle-24 compliaoce runs. energy calculatioo~, or pres-entations. Oral pre.s:enlalions and staff Haining sessions may be video f.f3COfded by CITY. AU reports and wtitten materials must be provided to and approved by the CITY's Project Manager, prior to the de-livery to the c'ustome.r. Submit the following infotmat!on with your proposat: 1. A description ot the consultanl's 'company. years rn business and areas 01 e:xpeflisc. Pleaso ,ist lovel of oxperience In ec::ch of the foilowing areas: comprehens4vo aueriting, project design and review, preventative maintenance, il1c1oor air quality. air·conditioning :;ystem commissioning. power qua!ily. pO'Ncr faciol. and (raining. 2. A minimum of 3. references tor similar scrvicfs ~~;hich ~r:cludo reference name, address, phone number. type of projecl, project value, project scope description and customer segment Ifetail. oUice, institutional, etc.I. 3. A list of ptoject team members. their titles. and their hourly billing rBtes. Hourly billing rates may be adjusted tlnnuallv al a percentage rate not to o><c3t!d the Consumer Price lndex lisled for the San Francisco/San Jos~ area. 4. A list of softwaro, felevant anarysis tools and equipment tho consultant may use in performing mechanfcal design feview and energy analysis. 5. Cost estimates for tho following sampfe (asks Ist810 any assumptions regarding the laskl: a. Hall day 1"ille-24 mechanical syslems compliance basics workshop for 20 people. b. Walk~th[olJgh audit for mechanical systems and controls for a typical 30,000 square fOOl office building. including delivery of recommendations. 4 () ." CITY OF PALO Am UTILITieS AFP FOR ENERGY Cbi'SUl liNG SERVICES 6. c. Detailed engineering anatysis of a chiller replacement project for a 300 ton system, incruding deliverv of "recommendations. Study would include the ene/gy and econornlc analysis of selecting a CFC·free chiller. d. New CO{)Sffuction Design Review of all cooling systems Ichiller, cooling tower, water and air distribution systems, and mechanical control system) tor .a new 30.000 square toot office building. including recommendations, A statement that addrssses the consultant's ability to respond to task descriptions and satisfactorily complete assigned tasks In a timely fashion. SEU1CliON CRITERIA No more thall four consulting firms will be retained to petform the services specifisd in this document. Trle selection process wilJ include oral presentations by the consultarns selected as finalists. The consultants will be selected based on the followjng crite,ia: 1. Relevant experjence. 2. Comploteness of proposal. 3. Abiiity to respond to task assignrnents and accessibility. 4. AnalYSis tool-s, equipment and software. CITY ,.s.rves the right to reject any and all proposals. The consultant will be required to provide a Certiiicate of Insurance as a prerequisite to contract award. The attached Insurance Requirements form det<lils the minimum li~bili~y limits. ffi<c"3497 ,r~ , .,' i' ,>,' , i I I I I j i I ,. , , I· i: f I" I' , "~" OHIBIT B: FEE SCHEDl:-::E PROJECT TEAM MEMBERS & lIourly Rates aud Fees I::nergy Efficitllcy E ... ·oluaJions: Eric L. H after President Scott A. Montgomery Vice President Training Classes/Seminars: Energy Eflidency Evaluation Training: (Methods and Mo/ivofions ojCommercial De~re/opmem) Reimbursable: 595.00 Pcr Hour $85.00 Per Hour $2.000.00 Per Full Day Class Or SI,300.00 Per Half Day Class (matcriaJs are included). COS! plus Ten Percent Lead }.{anagemenr Services: S500.00 Per Month ", i' I i , ! I (fHIBIT B: FEE SCHEDtyE SECTION 6 RATES Following 3re ho~H!)' (ates for the BVA te:lIDS: Brol'11 Ven« & Ass<><)a,es Thomas D. Veoce,P.E. '-='t..,lie Kramor. C.E.M. Micbael Gre<nberg, P.E. _Keith fairless. E.I.T Dev Maili Gabel Dodd Associ.,,,, Micluel Ga bel Manyo Dodd EuviroIDc<:b Consulting -Plul JUS( Indoor Environmental Engineering FrAll¢i, Offerman; P.E., C.I.II. Carllon Pfohl , Sleven Lo[selle Manin O'Flaheny Ti~e Vice Presidl!llt Seillor Engineer/ProJect Manager Seruor Engineer Senior Engineer Assoc,jale Engineer Principal Principal Principal Senior Environmental Sc[enrist Engineer Engineer EogLneer 'BVA odds a 10 percem mar;"1Jp to suocomraclors' fees. 6-1 !!.Q!!!.J.Uill~ SllO S90 S90 590 565 $65 • 565 • 565 • 5105 • 565 • 565 • 565 • ) j J J I I q I I i I I I i 'I I I il J I I I I I I 1. fjHIBIT B: FEE SCHED!.~~E Ills anticipated \hallhe fO'lfowins NI)'H(;omb AndQrson A~oda!es. slaff wm be participating jn this plOje<1. .•... -.~-=,=---.-~~r=="~-i fiscat Year 07194 a 06/95 ~ St.HMemb<>r Classlflc.tlon Rate ._----_ .. -.--._-_._--_. ---____ !$J11.:L_. __ Pruw;pal 110.00 Mary ~.!l_ry.n •. 'p':~,. __ .. ____ .s.!~'" ~~.""" ____________ . .:65:.::..00 Ann L, McComllck. P.E. 65.00 65,CO ~~!~~~. M_~,~_~_~!:: ____ . ______ . __ . -t:>e ni~ __ ~~i~!~~ ___ ._.~ __ ~ __ f ledellck D. S~ ~e!:. ~~ ___ ,_s:.e::n~;.0!::.:..:E::n:,,!}c':n::e::.': __ .I--_______ ~8:::5::.00:::..! !~Iic!'!~ . .o.:..Rob~~L ______ S~atl.f.~i.ne-"r _______ . ______ . __ ._7~~ Jose A. MaSOOlro,_~ ____ .?t~tt.!'ng;",.:.e<'-._-I _______ ....:.7.:.3c:,00.c.J ~T::a:.:.m::.:ra:.o:::..;. C::;:.:h!:::.~. P:.,:.::E::.. ___ -I..:S:::la:.:.":..:E."9in"~~ ___ I-__________ 73_'Il!!_ _~_tarc_~ Th.~~~~ ______ .____~~~_ E_·ng_i_n.~___ __. ______ 7_3_.~ Kenneth R. Moo_re ______ ~.::S:::I.:::":.E::·n::'!9incel __ -1-'-_______ 7~ April L K.d.n.~_~_ Sl~ff Enai~ ... ______ . __ --=7..:.3:..:.00-'-1 ~K~e~~~n~VY~,VY~~.~rr~.n;_====~<-==~==~=S~I~aff~~~~~.-d======~==w=~~7_3,~00-J Clerical $t~tf IS ~nd!.lded In overhead and Is no~ toi1!ed sepalately. Reimbursable EXP90ses Di'recl cosls, including Iravet and ~er diem, printing, spC'cial malenals. mailing arld del~ve;y charges, elc. \Viii be biHed at cost \lll!houl mark up. 3·3 /1 I ~ .. i I· f i i I i . \.:.:.". J FdH'BIT 8: FEE SCHED~ 3. COSTS Bil~ng rates and related infannation are provided on the page which follows: Sala~ O'l!rien Engineers, Inc. PER DIEM FEE SCHEDllLE HOURLY CHARGE RATES PROFESSIONAL AND TECHNICAL Jallrwry 1, 1994 Finn Principal • Dan O'Brien, Carl Salas Vice PrCl>identJSenior Engineer • Roy Goodman, John Sal~s • Rodney Smith Junior Engineers • Louie Ortega, Ted Mendoza • Dan Donahoe DesignerlDrafters (CAD) Clerical Court TcstimonylDeposition Instruction $95 per hour $S5 per hour $60 per hour $55 per hour $32 per hour $150 per hour $145 per hour All hourly charges are based on office to project site with a minimum of four hour.s for any engagemclI!, unless otlle.wise arranged. Travel time will be billed at one·half the employee's lI'ourly rate, unless authorization for full-rate is approved by CPA. Miseelljllleous Cl<!..t~ Blueprints, rejlroductions and materials, cost + 15% Compllter Services, cos! Travel and related expenses, cost 15% Mileage expense @ $0.30/mile Sub consultants, cost + 15% Courier Service @ cost ,". . , I I I I:. ,