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CITY COUNCIL STAFF REPORT
DATE: NOVEMBER 19, 2014 CONSENT AGENDA
SUBJECT: NEWCOMB/ANDERSEN/MCCORMICK AMENDMENT #2 SOLAR RFP —
ADDING FOUR GRANT FUNDED SITES
FROM: David H. Ready, City Manager
BY: Special Projects Coordinator
SUMMARY
The proposed action is to amend the contract with Newcomb/Andersen/McCormick
(NAM) for the development of a Solar RFP by adding four additional City sites.
RECOMMENDATION:
1. Approve Amendment No. 2 to Agreement No. A6401 with NAM adding four (4)
additional City Sites to the Solar RFP and increasing fees for said additional
work.
STAFF ANALYSIS:
NAM has been hired by the City to develop and Request for Proposal document for the
installation of Photo Voltaic (PV) solar on ten (10) City sites. The City has also received
an AQMD grant to install PV on four (4) additional sites. The City Council subcommittee
asked staff to explore the possibility of combining the two projects. Following contact
with AQMD, having received their support for the combination (see attached E-mail),
staff has worked with NAM to add these projects and adjust the current contract to do
so.
The first phase of the overall project is for NAM to develop the RFP document and then
assist the City in the solicitation evaluation and selection of a firm to carry out the
proposed PV work. The fee to NAM to add the four (4) sites has been negotiated at
$12,088. The attached Amendment #2 document adds the work and the dollars to the
existing NAM agreement; the timeline is not affected.
ITEM NO.
City Council Staff Report
November 19, 2014 Page 2
Solar RFP—Contract Amendment
The overall project schedule calls for the RFP to be ready for circulation in February,
selection of a firm(s) by April and construction summer of 2015.
FISCAL IMPACT:
The additional cost of$12,088 will be provided by the AQMD grant.
DWZILN
Allen F. Smoot, Special Projects Coordinator
David H. Ready, C' ager
Attachment:
1. AQMD E-mail
2. Amendment
02
Allen Smoot
From: Patricia Kwon <pkwon@agmd.gov>
Sent: Thursday, November 06, 2014 1:13 PM
To: John Newcomb
Cc: Dave Barakian; Allen Smoot; Kyle Manahan
Subject: RE: City of Palm Springs SCAQMD Funded Solar Project
John,
Good to speak with you yesterday. Your summarization of our conversation is correct. SCAQMD will not
require COPS to select a solar contractor simply on the basis of cost. COPS is free to select a solar contractor
based on technical qualifications, experience, ability to complete the project on time, cost, and other similar
considerations. We appreciate your keeping us posted regularly on the COPS project and look forward to
having this project move forward. Thanks.
Patricia
Patricia Kwon
Technology Demonstration
South Coast Air Quality Management District
21865 Copley Drive
Diamond Bar, CA 91765
(909)396-3065 work
(909)396-3252 fax
From: John Newcomb fmailto:iohn newcombOnewcomb ccl
Sent: Thursday, November 06, 2014 12:53 PM
To: Patricia Kwon
Cc: Dave Barakian; 'Allen Smoot(Allen.SmootCaloalmsi)rings-ca gov)'; Kyle Manahan
Subject: City of Palm Springs SCAQMD Funded Solar Project
Hello Patricia,
It was good talking with you yesterday about the COPS PV project. I wanted to confirm the main points of our discussion
regarding the contract (14037) Attachment 1, Section 1.1.
You indicated that the COPS is NOT required to take the lowest bid and could select a bidder that provided the best
value to the city based on various criteria that included price,technical skill, experience, references,ability to complete
the project on schedule,financial strength of the bidder and others. You mentioned that SCAQMD typically awards
contracts based on 70%technical skills and 30% price. Finally you mentioned that you would remove the"lowest cost
bid" wording from section 1.1 if the COPS requested it.
This is a very important point to COPS as it gives us the flexibility to install the best possible PV projects.
Could you please confirm the above?
Thank you very much,
John
John M. Newcomb 03
t
AMENDMENT NO. 2
TO AGREEMENT NO. A6401
PHOTOVOLTAIC FEASIBILITY/RFP DEVELOPMENT SERVICES
THIS SECOND AMENDMENT TO Agreement No. A6401 for consulting services,
(herein "Amendment') made and entered into on the _ day of 2014, by
and between the CITY OF PALM SPRINGS (herein "City") and
NEWCOMB/ANDERSEN/MCCORMICK, INC. (herein "Consultant') is hereby amended
effective , as follows:
RECITALS
WHEREAS, City and Consultant entered into that certain Photovoltaic Feasibility
Services (PV) Agreement No. A6401 for a feasibility study of installing PV at various
City facilities ("Agreement'), as duly amended from time to time; and
WHEREAS, the parties wish to amend the Agreement to add four (4) additional sites to
the Request for Proposal document development process; and
NOW, THEREFORE, for good and sufficient consideration, the parties agree as follows:
Section 1. Scope of Services, Exhibit "A", is hereby amended by adding four (4)
additional sites the PV Request for Proposal document.
Section 2. Exhibit "A" Schedule of Fees is hereby amended to reflect the following
Phase 1 work:
Tasks from Proposal Original Amount Revised Fee
Develop RFP $39,200 $44,841
Solicitation Support $19,600 $22,421
Proposal Evaluation $25,200 $28,826
Direct Costs 1,000 $ 1,000
Total Phase I Cost $85,000 $97,088
MAXIMUM TOTAL CONTRACT $145,938
Section 3. Timeline shall remain as outlined in the original Proposal, dated June 9,
2014.
Section 4. Full Force and Effect: Except as previously modified herein, all other
provisions of the Agreement shall remain unmodified in full force and effect.
04
Amend 2 to A6503 1
IN WITNESS WHEREOF, the parties have executed and entered into this Amendment
as of the date first written above.
ATTEST: CITY OF PALM SPRING
a municipal corporation
By:
City Clerk City Manager
APPROVED AS TO FORM:
City Attorney
CONTRACTOR: Check One: _ Individual _ Partnership _ Corporation
NEWCOMB/ANDERSEN/MCCORMICK, INC.
By:
(Signature)
Title:
05
Amend 2 to A6503 2