Resolution 2025-017, authorizing the City Administrator to execute Amendment No. 1 to the Professional Services Agreement with Advance Design Consultants, Inc. for Electric Panel Upgrades and Electric Vehicle Charging related projects, for a not-to-exceed fee of $58,020 (Estimated time - 5 min)

Adopt Resolution 2025-017 (Attachment 1), authorizing the City Administrator to execute Amendment No. 1 (Attachment 2) to the Professional Services Agreement with Advance Design Consultants, Inc. for Electric Panel Upgrades and Electric Vehicle Charging related projects, for a not-to-exceed fee of $58,020.

In June 2022, the City Council approved Resolution 2022-048, which allocated funding for 25 Capital Improvement Projects for Fiscal Year (FY) 2022/23. Among these projects, the Electrical Panel Upgrades for City Hall, Public Works, Sunset Center, and Vista Lobos Facilities were included, with a total budget of $75,000.

In December 2022, the City Administrator entered into a contract with PG&E to install a new meter and related equipment, valued at $200,000, at no cost to the City. This installation will provide discounted power to new EV charging stations along the southern row of the Vista Lobos parking lot, including a high-capacity station for the electric street sweeper. The plan also includes rerouting the existing dual-capacity EV charger, which is currently powered by the near-capacity electrical panel at the Vista Lobos building, to take advantage of the discounted power rates.

In June 2023, the 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. Located along Eighth Avenue, the existing panel is overburdened, frequently causing breakers to trip and resulting in EV charging stations being taken out of service. The panel has also been flagged by the Building Official. It currently powers the parking lot lights, the CERT Connex box, and five EV charging stations. The replacement panel will be properly sized to support current loads and accommodate additional EV charging stations, subject to PG&E service charges.

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

In June 2024, the Council adopted Resolution 2024-047 for the FY 2024/25 Capital Improvement Plan, approving the carryover of prior fiscal year projects. This included the Sunset Center North Lot Electrical Panel Replacement Project, with a budget of $100,000, and the Vista Lobos: 3 EV Charging Stations and Building Electrical Panel project, with a budget of $460,000, for a combined total of $560,000.

To proceed with the design and construction phases for both projects, an amendment to the existing agreement with Advance Design Consultants is required. Amendment No. 1 includes additional electrical engineering design services for the Sunset Center North Lot and construction support for both the Sunset Center and Vista Lobos projects. The amendment has been negotiated for a not-to-exceed fee of $58,020 and includes a provision for $15,000 in on-call electrical and mechanical engineering services to address urgent facility maintenance needs through June 30, 2026. This ensures timely expert support for ongoing maintenance and repairs at these facilities.

Engineering design and construction support services by Advance Design Consultants for Amendment No. 1 are outlined in the table below: 

The total fee for Advance Design Consultants, including the original Agreement authorization of $79,560, plus this Amendment No. 1 for a not-to-exceed fee of $58,020, is $137,580.

The two electrical projects have been bundled for efficiency in design, bidding, and construction, resulting in cost savings through economies of scale. However, due to ongoing inflation, rising construction labor costs, and supply chain challenges, additional funds may be required once the construction contract is awarded. The FY 2024/25 Capital Improvement Program includes a Contingency Fund to address these potential needs.

The following table provides a recap of the current budget allocations for the Sunset Center North Lot Electrical Panel Replacement Project ($100,000) and the Vista Lobos: 3 EV Charging Stations and Building Electrical Panel ($460,000).

All expenditures for these projects are covered in the Capital Projects Fund, Account No. 301-311-00-43008.

In June 2022, the City Council approved Resolution 2022-048, which included 25 Capital Improvement Projects for Fiscal Year (FY) 2022/23. Among these projects was the Electrical Panel Upgrades for City Hall, Public Works, Sunset Center, and Vista Lobos Facilities, with an allocated budget of $75,000.

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

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

In June 2024, the Council adopted Resolution 2024-047 for the FY 2024/25 Capital Improvement Plan (CIP), approving the carryover of prior fiscal year projects. This included the Sunset Center North Lot Electrical Panel Replacement Project, with a budget of $100,000, and the Vista Lobos: 3 EV Charging Stations and Building Electrical Panel project, with a budget of $460,000, for a total combined budget of $560,000.