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HomeMy WebLinkAboutKenwood Energy, Energy Management Consulting 2016-05-24; Amendment 1 2019-04-14COU Na /67 - a -i a CITY OF UKIAH AMENDMENT NO. 1 TO PROFESSIONAL SERVICES CONTRACT 1516212 BETWEEN KENWOOD ENERGY, ENERGY MANAGEMENT CONSULTING and THE CITY OF UKIAH This Amendment No. 1, entered on May 14, 2019 revises the Agreement for Professional services dated May 24th, 2016 between the City of Ukiah and Kenwood Energy, Energy Management Consulting, for professional consulting services relating to development and preparation of a bid specification to install a Solar Parking Canopy to supply renewable electricity to the City Electric supply at 1350 Hastings Road for the Electric Utility Department. This Amendment No. 1 adds to the contract the following: 1. Additional Scope and associated fees and fee schedule, per Attachment 1. 2. Additional time for performance of the work, to be completed by May 14, 2020. 3. Revising the guaranteed maximum dollar amount by an additional $55,000, for a revised, total contract amount not -to -exceed $70,700. Except as expressly amended by this Amendment, all other terms remain unchanged and in full force and effect. IN WITNESS WHEREOF, THE PARTIES HAVE EXECUTED THIS AMENDMENT ON THE EFFECTIVE DATE: KENDWOOD ENERGY. ENERGY MANAGEMENT CONSULTING BY: DATE: May 15,2019 TIM HOLMES CITY OF UKIAH BY: DATE: 1 `! SAG ATTEST BY: COMO, CITY MANAGER tv DATE: tS — 2 - re/ KRISTINE LAWLER, CITY CLERK ATTACHMENT 1 - Amendment 1 - COU #1516212 Kenwood Energy Energy Management Consulting City of Ukiah Consultant Scope of Work Request for Proposal and Project Management TASK 1 — PROPOSAL SOLICITATION: 1. Specification and RFP Development: Whether purchasing a PV system outright or through a PPA, the City will have the PV system on its property for twenty years or more. Therefore it is very important to develop a comprehensive specification and set of bid documents that clearly details the City's performance requirements and quality standards. The specification will need to: a. Define the objectives of the City b. Describe the Scope of Work to be provided c. Detail warranty and performance standards d. Establish quality standards e. Detail pre -construction and post construction submittal requirements f. Specify material requirements g. Detail installation standards h. Define the requirements of the Data Acquisition System i. Outline commissioning and start-up requirements In addition to the specification, the City will need a set of submittal documents that each bidder must include with the proposal. These documents may include a Proposal Form, Price Sheets for each of the purchasing options, Non -collusion affidavit, the Proposal Bond form, an addendum acknowledgement, list of subcontractors, list of references, contracting license information form, and statement of qualifications and experience. Kenwood Energy will complete a draft of these forms and incorporate them into the City's preferred format. Kenwood Energy will meet with the City once to go over the RFP details, and obtain City edits and input. Input from that meeting will be used to finalize the City's RFP. 2. City Boilerplate Documents: The RFP will be a City document. Kenwood Energy will work with the City to incorporate the Specification and Bid Sheets into the City's format. Kenwood Energy will also review the City's "boilerplate" documents, including insurance requirements, sample contract, and legal requirements. Kenwood Energy PO Box 692 (707) 695-2158 Kenwood, CA 95452 1 Kenwood Energy Energy Management Consulting 3. RFP Support: Kenwood Energy will support the City throughout the bid process by participating the pre-bid meeting and working with the City on answers to the bidders' questions. 4. Proposal Review and Evaluation: Kenwood Energy will review all of the proposals in detail. We will develop a summary using our energy -output - modeling tool to estimate the value of the energy produced by each proposed system. A life cycle cost analysis will be completed of each proposed system, resulting in economic metrics that the City can use to compare the proposals on an apples -to -apples basis. We can also complete a variety of different financial analysis for different financing methods as needed. Cash flow tables can outline all costs and all cost savings, including loan terms, maintenance costs, energy cost escalation, and cost of inflation, on a year -by -year basis. We will also identify and list other notable items that should be considered in selecting the vendor. Often, proposals are submitted with important information missing, or important information included that is difficult to find. We have reviewed hundreds of proposals from dozens of vendors and know where to find the important details. Deliverables for this task will include: i. A complete Request for Proposals including bid sheets. ii. Support through the RFP process. iii. Competing proposals for the installation services. iv. Life Cycle cost analysis of each proposal. v. Support in selecting the contractor. 5. Contract Review: Kenwood Energy has extensive experience reviewing energy contracts and related agreements. Kenwood Energy will review the draft contract with a focus on the energy aspects of the agreement. We will provide recommended language related to the scope of worke TASK 2 — PROJECT MANAGEMENT: 1. Kick-off Meeting: Successful projects begin with development of a detailed work plan and schedule. A kick-off meeting will help to ensure that the City's goals and objectives are clearly understood at the outset. The kick-off meeting is an effective way to finalize the contractor's scope of work, timeline, goals and objectives, communication protocol, special procedures, etc. 2. Submittal Review: The RFP will detail submittals that are required prior to beginning construction. Kenwood Energy will review the 90% complete submittals to ensure that the design meets the requirements of the Kenwood Energy PO Box 692 (707) 695-2158 Kenwood, CA 95452 2 Kenwood Energy Energy Management Consulting Specification. A written overview will be provided to Staff and the vendor as a guide to update the drawings. Kenwood Energy will also complete a final review of the 100% complete drawings. 3. Weekly Meetings: Weekly meetings will help to ensure that the project remains on track, minimizes surprises, and progresses as planned. This Task will remove some of the burden of the Project Management responsibilities from City Staff. Kenwood Energy will participate in weekly meetings both onsite and via teleconference. We will develop and maintain a tacking tool that captures construction issues as they arise and through resolution. Typical meetings will include discussion of safety issues, long term and short term schedules, Inspections, logistics, change order requests, pay applications, and miscellaneous items. This scope includes meetings for a 6 -month construction process. 4. Punch List Inspections: Once the installation is substantially complete, and the contractor has submitted the Permission to Operate request to the utility, Kenwood Energy will inspect the system to identify a punch -list of items that need to be addressed prior to final sign -off. This Task includes a different Punch List inspection for each system 5. Technical Support: Kenwood Energy will work with the City as needed to review and discuss requests -for -information related to the specification and design; requests for change orders submitted by the contractor; payment applications for reasonableness based on the actual work completed; etc. 6. Operation Tracking: We will develop a tracking tool and report that can be used to easily track system output on a monthly basis. The first report will be used as confirmation of completion, confirming that the system operates as designed and highlighting operating issues that would need to be addressed by the contractor. We will provide the report for up to three months. FEES The following fees are based on a 12 -month project timeline. Kenwood Energy proposes to bill the City on an hourly basis. Kenwood Energy's hourly rates are: Senior Engineer Project Manager Not to Exceed costs Task 1: Proposal Solicitation Task 3: Project Management $195.00 per hour $145.00 per hour $12,950.00 $29,650.00 Kenwood Energy PO Box 692 (707) 695-2158 Kenwood, CA 95452 3 Kenwood Energy Energy Management Consulting Kenwood Energy will submit monthly progress payment invoices. Payments shall be made within 30 days of receiving Kenwood Energy's invoice. Kenwood Energy PO Box 692 (707) 695-2158 Kenwood, CA 95452 4