City of Culver City, California
Agenda Item Report
Meeting Date: 1/24/2011 Item Number: C-4
CITY COUNCIL AGENDA ITEM: FOUR-FIFTHS VOTE REQUIREMENT - (1)
Acceptance of a Grant in the Amount of $194,900 from Federal Stimulus Funds, (2)
Approval of a Professional Services Agreement with EFM Solutions for
Management of the City’s Energy Efficiency and Conservation Block Grant
Administered by the Department of Energy and (3) Approval of a Related Budget
Amendment.
Contact Person/Dept.: Eric Mirzaian/PW
Phone Number: (310) 253-6410
Fiscal Impact: Yes [] No [X] General Fund: Yes [] No [X]
Public Hearing: [] Action Item: [] Attachments: [X]
Commission Action Required: Yes [] No [X] Date: _______________
Public Notification (E-mail) Meetings and Agendas-City Council (01/19/11);; EFM
Solutions, First Carbon Solutions, and Pacific West Energy Solutions via letter on
(01/17/11).
Department Approval:
Charles D. Herbertson (01/12/11)
City Attorney Approval:
Carol Schwab (by H. Baker) (01/18/11)
Chief Financial Officer Approval:
Jeff Muir (by K. Marsden) (01/19/11)
City Manager Approval:
John M. Nachbar (01/19/11)
RECOMMENDATION:
Staff recommends the City Council (1) Accept a grant in the amount of $194,900
from Federal stimulus funds, (2) approve a Professional Services Agreement with
EFM Solutions (EFM) for management of the City’s Energy Efficiency and
Conservation Block Grant (EECBG) administered by the Department of Energy
(DOE) and (3) approve a related budget amendment.
A budget amendment requires a four-fifths vote
BACKGROUND:
On February 17, 2009, President Barack Obama signed into law the American
Reinvestment and Recovery Act (ARRA – stimulus funds). This $787 billion
economic stimulus package includes $3.2 billion in funding for energy efficiency and
fossil fuel reductions. Based on residential and daytime population for all cities and
counties nationwide, Culver City has been allocated $194,900 from the EECBG.
The EECBG is administered by the Department of Energy (DOE). Eligible projects
include any strategy to reduce fossil fuel emissions, total energy use, and improve
energy efficiency in all sectors. City of Culver City, California
Agenda Item Report
DISCUSSION:
On October 25, 2010, the City Council authorized the release of a Request for
Proposal (RFP) to qualified energy service companies that will assist the City in
preparing the design work and technical specifications for a lighting upgrade project
at the City Hall and Cardiff parking structures. The project will consist of replacing
the existing high pressure sodium (HPS), metal halide and fluorescent lighting at
both parking structures with more energy efficient Light Emitting Diode (LED),
induction lighting units or other efficient lighting technologies. The RFP also required
that the selected firm assist City Staff in selecting qualified contractors to perform the
actual retrofit and perform all necessary reporting and documentation as required by
DOE regulations.
On November 30, 2010, three firms responded to the RFP and the results were as
follows:
First Carbon Solutions…………….$20,000
EFM Solutions…………………….$25,000
Pacific West Energy Solutions……$32,159
Based upon company profile, qualifications and references, staff feels EFM
demonstrated the best understanding of the RFP requirements. In addition,
reference checks have shown they have the knowledge to assist with such a lighting
upgrade project and to meet the reporting guidelines required for the EECBG.
A portion of the $194,900 will be utilized to fund the services that will be provided by
EFM, while the remaining amount will be devoted to the upgrade project. Staff will
return to the City Council at a future date to obtain approval to release the Notice
Inviting Bids for the upgrade project once the specifications have been prepared.
FISCAL ANALYSIS:
Beyond staff time, this project will not require any additional funding from the City. A
budget amendment will be required to (1) accept the grant funds in the amount of
$194,900 and (2) appropriate those funds into the following business unit:
42300935 – CCEBG Lighting Retrofit. A budget amendment requires a four-fifths
vote.
ATTACHMENTS:
1. Copy of EFM’s proposal (schedule of fees only)
City of Culver City, California
Agenda Item Report
MOTIONS:
That the City Council:
1. Accept a grant from the Department of Energy’s Energy Efficiency and
Conservation Block Grant (EECBG) in the amount of $194,900; and,
2. Approve a professional services agreement with EFM Solutions in the amount of
$25,000 for management of the City’s Energy Efficiency and Conservation Block
Grant; and,
3. Authorize the Director of Public Works/City Engineer to approve change orders in
the amount of $5,000; and,
4. Approve a budget amendment (1) accepting the grant funds in the amount of
$194,900 and appropriating said funds into 42300935 – CCEBG Lighting Retrofit
(a budget amendment requires a four-fifths vote); and,
5. Authorize the City Attorney to review/prepare the necessary documents; and,
6. Authorize the City Manager to execute such documents on behalf of the City.
MEETING DATE:
AGENDA ITEM:
1/24/11
Award of a Professional Services Agreement to
EFM Solutions for Management of the City's Energy
Efficiency and Conservation Block Grant
Administered by the Department of Energy and
Approval of a Related Budget Amendment.
ATTACHMENTS
Pages
1 EFM Proposal (Cost Sheet only) 1-3 Culver City: EECBG Management EFM Solutions
Scope of Services
[FM Solutions will acknowledge and discuss the scope of work as 3 points relative to the work summary
provided in the RFP document.
SOW #1
This portion of the scope of work requires EFM Solutions to prepare specifications for the replacement
of existing lighting fixtures with the new fixtures. Currently, Culver City desires to replace the fixtures
with LED and Induction lamps. [FM Solutions would then take these specifications and assist the City to
insert them into an RFP solicitation. EFM Solutions would be available to assist with pre-proposal
meetings and evaluation of the proposals.
EFM Solutions requires an energy assessment of the existing 2 parking garages in question for this RFP_
Before anything else can happen, EFM must identify/verify the exact number of lamps and the energy
usage for the garages. This energy assessment will also include an evaluation of what products should
be used as the upgrade (replacement) fixtures. [FM Solutions definitely wants to speak with the City
about the choice to use LED and induction and confirm these are the right technologies for their
locations. An economic analysis will be provided for LEDs, Induction, and new generation T8 fixtures for
comparison of energy savings and cost estimations.
EFM Solutions has worked with other cities like the City of San Diego to develop similar EECBG funded
RFP projects. EFM Solutions has the experience and knowledge base required to quickly and thoroughly
design the required language and will work with the City to customize this document as needed. The
City will have to provide its own language in addition to scope of work language provided by [FM
Solutions.
EFM Solutions will gladly take part in the evaluation of the contractor proposals. It is not expected that
interviews will be required. This project can be designed as a Request for Bid based on lighting
specifications and the requirements put forward by DOE. The evaluation committee will only need to
verify that the proposal meets the requirements of the RFB and the lowest, qualified bidder will be
selected as the winner. Of course, if the City wishes to make changes to this concept, EFM Solutions will
work with the needs of the City.
SOW #2
Project management services are required of EFM Solutions for the oversight of the project. [FM
Solutions knows these projects very well as we oversee parking garage lighting projects in the PG&E
territory. While project management remains very important, these projects usually only require 1-3
days for installation at each site, so most of the project management is the logistic planning pre-
installation. The following are examples of pre-installation checklist items:
• it must be confirmed that the installation window is approved by the onsite facilities manager
• it must be established when and how the garage will be vacated/blocked off
9IPage Culver City: EECBG Management EFM Solutions
• it must be established where the product can be physically placed upon delivery
• it must be established if any trash or recycling containers are needed or if they are supplied by
the contractor
• it must be established with the contractor (in RFB/RFP) whether lifts are needed and when they
arrive the electrical panels must be unlocked for the installation contractor
• etc.
EFM will provide a checklist and/or require a checklist from the installation contractor to ensure all
these measures and more are planned for. EFM Solutions will follow up regularly with the contractor up
to the installation date to ensure all measures are accomplished.
Upon project completion, EFM Solutions will walk the job with the contractor and a City representative
to verify all fixtures are working properly. In our experience, it is prudent to give the project a few days
to allow for defective lamps/ballasts to show themselves. These can be identified by the onsite facilities
manager prior to the final walk through. There are ALWAYS some defects! The contractor will replace
these under warranty and schedule the final walk through.
SOW #3
Reporting to DOE under the ARRNEECBG guidelines is rather extensive, but not impossible. There are
guidance documents available online from the DOE outlining these requirements, and most of them can
be passed on to the installation contractor as a part of the RFB/RFP for the project. The energy savings
guidelines will be satisfied by EFM Solutions, the installation requirements satisfied by the contractor,
and some general and financial requirements must be satisfied by Culver City. EFM Solutions will assist
with this process and help collect this information. The City will be required to submit the
documentation directly themselves.
The following link{s} is a good reference for the guidelines surrounding the funding for this project:
http://wwwteere.enerp ,f.goviwiniguidance.html
htto://wwwl.eere.energy.gov/wip/gu ida nce.htrn I
101Page Culver City: EECBG Management EFM Solutions
Schedule of Fees
EFM Solutions proposes a fixed fee cost schedule. The schedule is broken up into sub-components
within the 3 Scope of Work items defined in the REP. As each task is completed, an invoice will be sent
for the corresponding amount. This serves as a fixed fee proposal all travel and expenses included.
EFM SOLUTIONS BUDGET PROPROSAL
SOW #1 Energy Assessment
Specification Development
RFP Development
RFP Evaluation
SOW #2 Project Management
SOW #3 Reporting Requirements
$ 5,000.00
$ 2,500.00
$ 5,500.00
$ 2,500.00
$ 3,500.00
$ 6,000.00
Grand Total $ 2S,000.00
If any additional work is requested outside of this scope of work, services can be acquired on a Time and
Materials basis. The hourly rate will be $135/hr.
Proof of insurance
EFM Solutions fully complies with the level of insurance required by Culver City. Though, EFM
Solutions will generate a certificate of insurance specifically for Culver City upon contract award,
please review a sample certificate generated for a different customer earlier this year.
This document can be viewed as Attachment 2.
Attachments
Summary (If Attachments:
Attachment 1: Letters of Recommendation
Attachment 2: Insurance
Attachment 3: PE License
13 IPa,.-7e
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