Resolution 2023-071, authorizing the City Administrator to execute a Professional Services Agreement with Advance Design Consultants, Inc. for electrical engineering services for electric panel upgrades and related projects, for a not-to-exceed fee of $79,560

Adopt Resolution 2023-071, authorizing the City Administrator to execute a Professional Services Agreement with Advance Design Consultants, Inc. for electrical engineering services for electric panel upgrades and related projects, for a not-to-exceed fee of $79,560.

In June 2022, Council adopted Resolution 2022-048 approving 25 Fiscal Year 2022/23 Capital Improvement Projects, including the Electrical Panel Upgrades for City Hall, Public Works, Sunset Center, and Vista Lobos Facilities project with a budget of $75,000. These panels are at capacity, and in some cases, circuits trip with additional loads. The electrical panel for the Public Works building was incorporated into the separate Police Building project and replaced with the panel at the Fire Station.

In December 2022, the City Administrator executed a contract with PG&E to install a new meter and equipment, valued at $200,000 but at no cost to the City, to provide discounted power to new EV charging stations along the southern row of the Vista Lobos parking lot. One new charging station would be a high capacity station for the new electric street sweeper. This plan would also reroute the existing, dual capacity EV charger that is currently powered by the near-capacity electrical panel for the Vista Lobos building, and benefit from the discounted power rates. This item is an integral part of the Electrical Panel Upgrade Project for Vista Lobos.

In June 2023, Council adopted Resolution 20230-067 approving 16 new FY 2023/24 Capital Improvement Projects, including the Sunset Center North Lot Electrical Panel Replacement Project with a budget of $100,000. Located along Eighth Avenue, this panel is over capacity, breakers pop often resulting in EV charging stations being taken out of service, and has been tagged by the Building Official. The panel currently services the parking lot lights, the CERT Connex box, and the five EV charging stations. The replacement panel will be sized to handle current loads plus a number of additional EV charging stations subject to PG&E service charges.

In order to proceed with the planning, design, and repairs/construction of these projects, an electrical engineering consultant is needed. Initially, the first project was planned to be managed by a program management consultant, but now will be managed, more cost-effectively, by the City’s project manager.

Consultant Selection Process

 In April 2022, requests for Statements of Qualifications (SOQs) were advertised, from San Jose to Sacramento to San Luis Obispo, seeking qualifications from consultants covering 14 professional service areas, including electrical and mechanical engineering services. In May 2022, four SOQs were received for these services, which identified electrical panel upgrades, EV charging stations, and on-call services as proposed projects.

In October 2022, a Selection Committee consisting of a 4Leaf Project Manager, Public Works Director, and Facilities Maintenance Supervisor independently evaluated the SOQs and determined that Advance Design Consultants (ADC), of San Jose, was best qualified for these services. The remaining firms were ranked as follows: #2 – Aurum Consulting, #3 – Salas O’Brien, and #4 - Bureau Veritas.

Scope of Services, Fee, and Schedule

As detailed in the Professional Services Agreement, Attachment #2, key tasks to be performed by Advance Design Consultants include:

• Electrical panel load testing for 30 days
• Identify code and safety deficiencies, and provide recommendations and cost estimates for urgent safety repairs or future panel upgrades
• Coordinate with PG&E, EV charging station vendors, and City staff
• Design step-down transformer, breaker panel, and electrical network for the Vista Lobos EV charging stations. Note – funding for construction has not yet been programmed, but is being pursued from 3CE, Monterey Bay Air Resources District (MRBAD), and PG&E
• Prepare engineering plans, calculations, and cost estimates for the Sunset Center Panel replacement
• Provide building permit, bidding, and construction support services

The base fee for these services was negotiated at $64,560. Panel recommendations, and the designs of the Vista Lobos electrical improvements and Sunset Center panel replacement are anticipated to be substantially completed within three months from the Notice to Proceed.

A budget of $15,000 is included for on-call, as-needed electrical or mechanical engineering services through the term of the Agreement which expires on June 30, 2025. There have been prior occasions where consultant expertise has been urgently needed for a variety of facility maintenance repairs. Having a consultant ready to provide these services would expedite future repairs.

Projects #1 – #3 will be charged to the Capital Projects fund account 301-311-00-43008. On-call services would be charged to the Public Works/Facility Maintenance operating budget account 101-119-42-42001, or to another CIP project if applicable.

Preliminarily, it appears that sufficient CIP funding will be available to make the most urgent safety repairs for the building electrical panels at City Hall, Fire Station, and/or Vista Lobos, and for replacement of the Sunset Center panel. However, there is no funding programmed at this time for construction of the Vista Lobos EV charging station project. Once the design and a cost estimate are prepared and staff has had the opportunity to seek funding via 3CE, MBARD, or PG&E, we may seek additional funding with the FY 2023/24 mid-year budget review. External funding for the Sunset Center Panel Replacement is also being pursued.

In June 2022, Council adopted Resolution 2022-048 approving 25 Fiscal Year 2022/23 Capital Improvement Projects, including the Electrical Panel Upgrades for City Hall, Public Works, Sunset Center, and Vista Lobos Facilities project with a budget of $75,000.

In June 2023, Council adopted Resolution 2023- 067 approving 16 new FY 2023/24 Capital Improvement Projects, including the Sunset Center North Lot Electrical Panel Replacement Project with a budget of $100,000.