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Home My WebLink AboutC23290 and A Project Design Svcs Related to Energy Efficiency Measures Loan Application to California Energy CommissionCITY OF PALM DESERT COMMUNITY SERVICES DEPARTMENT STAFF REPORT REQUEST: Ratify the Award of Contract No. 23290 to W. A. Doby Engineering, Inc., and Contract No. 23290A to Servidyne Systems for Project Design Services Related to the Energy Efficiency Measures Loan Application to the California Energy Commission. SUBMITTED BY: Bob Kohn, Director, Special Programs DATE: February 24, 2005 CONTENTS: 1. W. A. Doby Engineering Agreement, C#23290 2. Servidyne Systems Agreement, C#23290A Recommendation: By Minute Motion: (1) Ratify the award of Contract No. C23290 to W. A. Doby Engineering, Inc., in the amount of $9,150.00; (2) ratify the award of Contract No. C23290A to Servidyne Systems, LLC, in the amount of $3,000.00 for project design services related to the California Energy Commission (CEC) loan application. Executive Summary: On December 14, 2004, the City Manager executed an agreement with Servidyne Systems, Inc., in the amount of $3,000. On December 21, 2004, the City Manager executed an agreement with W. A. Doby Engineering, Inc., in the amount of $9,150. Both companies agree to render technical and professional engineering services related to proposed energy efficient and co -generation measures to be completed within the City Hall complex. Staff is requesting Council ratification of these agreements. Discussion: At its December 9, 2004, meeting, the Palm Desert City Council authorized a loan application to the California Energy Commission through Resolution 04-127. The proposed loan is for initiation of a project to implement energy efficiency and co- generation measures within City facilities. The subject agreements relate to the California Energy Commission loan application in the amount of $197,266. The interest rate is 4.5% fixed. Rebates and other energy efficiency incentives may total $194,938 for the overall project. Staff Report Energy Efficiency Ratfications February 24, 2005 The City desires a project that starts out "revenue" neutral and can be amortized over a 15-year period. The CEC loan would be applied toward the design and installation of a 54.7 kW photovoltaic system on the City's north parking structure assisted by W. A. Doby Engineering and a lighting retrofit for City Hall assisted by Servidyne Systems. The intention is to achieve a reduction in electric bills as well as reduce the City's long- term dependence on the Southern California Edison's grid by producing a portion of its electric requirement. This project is expected to save approximately $19,850 in City Hall electrical expenses per year. The loan application was approved by the CEC at their January 19, 2005, meeting. Funds are available for the contracted technical and professional engineering services in Special Programs account 110-4132-411-30-90. Submitted By: Et(it47r440— Robert P. Kohn Director of Special Programs Approval: Carlos L. b rtega Concur: Sheila R. Assistant City Mana Director of Community Services Paul S. Gibson City Manager Director of Finance/City Treasurer 2 1 V o \\., .1 DoEsy MifIU�!�ti uQ • 'ter consulting electrical engineers CITY OF PALM DESERT, CA, 73-510 FRED WARING DR., PALM DESERT, CALIFORNIA 92260 ATTENTION: Mr. Bob Kohn December 13, 2004 REFERENCE: ELECTRICAL SYSTEMS DESIGN FOR CARPORT PHOTOVOLTAIC SYSTEMS WADE # 04-012 A R.F.P. # The following is a FAD ngs Electrical E gine ing Fee Proposal for the above referenced project. See attached "Scope of Work" and "Fee Outline" for services to be rendered. 1. PESKIN DOCUMENTS: a. Electrical Systems Design N. Carport S 3,450.00 b. Electrical Systems Design (Modifications to15KW System) $ 1,800.00 c. Structural &gimermg Design $ 1,500.00 d. Specifications $ 800.00 e. Response to District Plan Check goeetians and drawing corrections N/C SUS -TOTAL $ 7,660.00 2. CONSTRUCTION ADMINISTRATION: a. Shop drawing adenine] review - per subnittal. $ 400.00 b. Site Wet (Verification of Construction Completion) - per try * $ 800.00 Inc/wive inspection Report or Final Punch Liat Report c. Contractor RFI's submitted an bid set and construction drawings N/C 3. CONSTRUCTION DOCUMENTS - REIMBURSABLE; a. Estimated Printing,Placing, Shipping, Handling BusneSS LiCSICO, Secretarial Fees for Sub Contractor Sincerely, Michael Mlam Prate W.A Doby Engineering Inc. 35225 Avenue 'AT, Suite 301, Yucaipa, California 92399 SUB -TOTAL $ 1,200.00 T&M (estbaute S450) TOTAL $ 9.150.00 Page l of 3 • Tele. (909) 797-5187 / Fax (909) 797-5180 C Z. 3 2` d 4 SERVIDy111E AN 114=4^ir PROPOSAL for ENGINEERING SERVICES SERVIDYNE SYSTEMS, LLC 1945 The Exchange, Suite 325 Atlanta, GA 30339 (800) 241-8996 December 13, 2004 Proposal No. 20674 This proposal pricing is effective for 60 days from date. Robert P. Kohn Director of Special Programs City of Palm Desert 73-510 Fred Waring Drive Palm Desert, CA 92260 RE: Lighting Retrofit Performance Specifications Dear Bob: Thank you very much for the opportunity to provide assistance for the City of Palm Desert's lighting retrofit project. The following paragraphs describe the scope of work which we propose to perform for you on this project: Scope of Work An energy audit was performed for City Hall under the California Energy Commission Energy Partnership Program. The City has applied for an Energy Commission loan for implementation of several projects recommended in the audit, including a comprehensive lighting retrofit at the facility. Servidyne Systems, 1 J ,C will provide engineering assistance for this lighting retrofit in the following areas: 1. Prepare lighting retrofit performance specifications to be included in the City's bid solicitation documents. Specifications will cover the conversion from T-12 lamps and magnetic ballasts to T-8 lamps and electronic ballasts and the installation of LED exit signs, as described in the energy audit report. 2. Respond to technical questions from prospective bidders during the bid solicitation process. 3. Assist in bid evaluation and contractor selection. Schedule of Services Contract No. C23290A Servidyne proposes to perform the services described herein based on a start date of January 10, 2004. Should the project be delayed by the City of Palm Desert, Servidyne reserves the right to modify this schedule accordingly. Schedule of Services Task Deliverable Target Dates Executed Contract Executed Contract from the City January 10, 2004 Bid Documents Performance Specifications January 31, 2004 Bid Evaluation Bid Review Letter Based on bid date Payment Schedule We propose to perform these services for a fixed fee of $3,000. We will invoice monthly on a progress basis. Cit of Palm Desert The shall remit payment to Servidyne within 30 days of submission of invoice. Amounts unpaid after 30 days may be subject, at the discretion of Servidyne, to 1-1/2% interest per month payment is overdue. In the event of cancellation of this project, Servidyne will be due payment for the percentage of work completed at the time of receipt of a written "Stop Work" notice. Acceptance ACCE 12/14/04 Sigi tore f' Date ecieet_S f. Ql'2<e �'� 11965 Printed Nape ��AA it 14 /Jtc k d 5 Lai - Title Purchase Order Number Thank you again for the opportunity to work with you on this project. Sincerely, Barry Abramson, P.E. Senior Vice President Page 2of 2 City of Palm Desert, Proposal No. 20674 SERVUDYNE PROPOSAL for ENGINEERING SERVICES e‘,73.9.0,4, SERVIDYNE SYSTEMS, LLC 1945 The Exchange, Suite 325 Atlanta, GA 30339 (800) 241-8996 December 13, 2004 Proposal No. 20674 This proposal pricing is effective for 60 days from date. Robert P. Kohn Director of Special Programs City of Palm Desert 73-510 Fred Waring Drive Palm Desert, CA 92260 RE: Lighting Retrofit Performance Specifications Dear Bob: Thank you very much for the opportunity to provide assistance for the City of Palm Desert's lighting retrofit project. The following paragraphs describe the scope of work which we propose to perform for you on this project: Scope of Work An energy audit was performed for City Hall under the California Energy Commission Energy Partnership Program. The City has applied for an Energy Commission loan for implementation of several projects recommended in the audit, including a comprehensive lighting retrofit at the facility. Servidyne Systems, LLC will provide engineering assistance for this lighting retrofit in the following areas: 1. Prepare lighting retrofit performance specifications to be included in the City's bid solicitation documents. Specifications will cover the conversion from T-12 lamps and magnetic ballasts to T-8 lamps and electronic ballasts and the installation of LED exit signs, as described in the energy audit report. 2. Respond to technical questions from prospective bidders during the bid solicitation process. 3. Assist in bid evaluation and contractor selection. Schedule of Services Contract No. C23290A Servidyne proposes to perform the services described herein based on a start date of January 10, 2004. Should the project be delayed by the City of Palm Desert, Servidyne reserves the right to modify this schedule accordingly. Schedule of Services Task Deliverable Target Dates Executed Contract Executed Contract from the City January 10, 2004 Bid Documents Performance Specifications January 31, 2004 Bid Evaluation Bid Review Letter Based on bid date Payment Schedule We propose to perform these services for a fixed fee of $3,000. We will invoice monthly on a progress basis. City Desert 'l The iWK.I di }Xshall remit payment to Servidyne within 30 days of submission of invoice. Amounts unpaid after 30 days may be subject, at the discretion of Servidyne, to 1-1/2% interest per month payment is overdue. In the event of cancellation of this project, Servidyne will be due payment for the percentage of work completed at the time of receipt of a written "Stop Work" notice. Acceptance ACCE Si ure // d,7&s / Q/TAP Printed Najone Title 12/14/04 Date 11965 Purchase Order Number Thank you again for the opportunity to work with you on this project. Sincerely, Barry Abramson, P.E. Senior Vice President Page 2of 2 City of Palm Desert, Proposal No. 20674 To: CITY OF PALM DESERT 73-510 Fred Waring Drive Palm Desert, California 92260 Telephone: 760-346-0611 Fax: 760-341-6372 info @ palm-desert.org FACSIMILE Barry Abramson Date: December 15, 2004 Servidyne Systems, LLC Fax No.: 770-933-4231 No. of Pages 3 (including cover sheet) From: Gail Santee, Sr. Office Assistant Attached is the Proposal for Engineering Services, signed by Carlos Ortega, Palm Desert's City Manager. Please let me know if this faxed copy is sufficient, or do you need a hard copy? My email address is gsantee@ci.palm-desert.ca.us. Regards, 9147-/g/7/-z TRANSMISSION VERIFICATION REPORT TIME : 12/15/2004 09:52 NAME : RDA PALM DESERT FAX : 7603416372 TEL : 7603460611 SER.# : 000D3J118912 DATE, TIME FAX NO./NAME DURATION PAGE(S) RESULT MODE 12/15 09:51 17709334231 00:00:52 03 OK STANDARD ECM 'spae6eu •sn•eo• iesep-L •io�aa}ues s! sseJppe Dews ) 4Adoo paeu a peso noA op ao 'lua!oi fins s! ,doo pexe} siL{i Ji mow! aw lel amok! •ae6euevl 3 s,pesea wIed 'e6410 soIJBO Aq peu6is 'seo!mas 6uiaeau u3 Iesodoad aye si pagoeuv 1ue1sissy 00140 •J '001ues !IUD :Woad