Item No. 4
Town of Atherton
CITY COUNCIL STAFF REPORT – CONSENT AGENDA
TO: HONORABLE MAYOR AND CITY COUNCIL
GEORGE RODERICKS, CITY MANAGER
FROM: ROBERT OVADIA, PUBLIC WORKS DIRECTOR
DATE: JULY 17, 2024
SUBJECT: AUTHORIZE A BUDGET AMENDMENT IN THE AMOUNT OF
$200,000 FOR TOWN CENTER EMERGENCY BACKUP SYSTEM
ENHANCEMENTS AND AUTHORIZATION TO ENTER INTO
ASSOCIATED AGREEMENTS
RECOMMENDATION
It is recommended that the Council authorize a Budget Amendment in the amount of $200,000 ($112,000 Library Funds and $88,000 Unallocated General Funds) for the enhancement of the emergency power backup system for the Town Center and authorize the City Manager to enter into agreements for the design, purchase and installation of associated materials, equipment, and appurtenances.
BACKGROUND
The original construction drawings for the Atherton Town Center and Library complex included photovoltaic systems (solar) to reduce grid energy demands of the complex and resiliency options to supply backup power consisting of a generator (fueled) or a microgrid system (battery). When the project was initially bid, prices received were significantly in excess of the available budget, requiring re-evaluation of components of the overall project that could be scaled back to better fit within the budget. The scope and scale of solar and energy resiliency incorporated into the project was reduced as part of the re-evaluation process. The buildings were revised to be “solar ready” including the installation interior conduits, roof penetrations and breaker panels to facilitate solar power, without the installation of the solar panels and inverters, to be completed at a later date. To reduce bidding complications, the installation of a diesel generator was specified as the backup power system, and the scope of the backup power system and automatic transfer switches were reduced to cover essential services such as the Police Department, Emergency Operations Center, and the heat pump serving the complex to maintain climate control within the Police Department and the Emergency Operations Center.
Since the new Town Center opened in November 2021 and the Atherton Library opened in June 2022, there have been several power outages that have affected the Town and directly impacted Town Center Emergency Backup System
JULY 17, 2024
8 8
1 the Town Center and Town operations. The limited backup system required closure of the Library, suspension of some public facing Town operations including the front desk, post office, and permit center. The Police Ancillary building similarly is not connected to the generator. Staff has utilized the Council Chambers and ran extension cords in the lobby for basic power needs during outages.
Public access to power for device charging, remote work and/or use of the Town Center as a cooling center is hampered by the current backup power system.
ANALYSIS
Staff has been pursuing various options to provide backup power to the remaining occupied areas of the Town Center including the Administration portion of City Hall, the Police Ancillary building, and Library, which includes the Community Room and Café space. Staff initially worked with the electrical subcontractor involved with the initial project construction and though a potential solution was developed, costs seemed excessive. After Peninsula Clean Energy (PCE)selected their initial contractor for the installation of the solar system at the Town Center associated with our Power Purchase Agreement, staff approached the contractor to discuss potential solutions. Coordination with the contractor was hampered by various issues with the overall contract with PCE and did not ultimately lead to a solution.
PCE recently contracted with McMillan Electric, for the construction of the various PPA facilities, including at the Atherton Town Center. Staff reached out to McMillan to discuss alternatives to provide power to the various areas of the Town Center that lack resiliency. After review of various options including battery, automated and manual control systems. Based on their initial evaluation, they believe that the existing generator has sufficient capacity to provide basic power needs for the Ancillary building, Administration portion of City Hall and the Library.
McMillan is suggesting a manually controlled system with a fused connection, wherein staff would manually switch over each area added to the back-up system when an outage occurs, and the generator turns on. The fused connection would sever the connection to the generator in the event power needs of an added area would impact the generator’s ability to provide power to the essential services components of the Town Center. When power is restored, power of the added areas would temporarily shut down when the generator stops and would need to be manually switched back to grid power. They advised that the cost of an automated system would be significantly higher and be impacted by supply chain issues.
Staff approached PCE regarding the potential use of McMillan to facilitate the resiliency efforts at the Town Center. Though supportive of Towns use of their contractor and potentially piggybacking on their contract, they expressed some reluctance in the Town contracting for the services through PCE, with a preference towards a direct contract between The Town and Mc Millan. Staff will continue to pursue contracting through PCE and is requesting authorization for the City Manager to execute agreements with PCE and/or McMillan Electric to design and construct the needed Town Center resiliency improvements.
Time is of the essence with this project.
Town Center Emergency Backup System
JULY 17, 2024
8 8
1 FISCAL IMPACT
The fiscal impact of improving resiliency of the Town Center and Library complex is estimated at $200,000. Funds are not currently budgeted in the 2024-25 operating budget and will need to be appropriated. Funding for the work will be split based on electrified square footage between Library Funds (~11,381 sf - $112,000) and funds within the Town’s unallocated General Fund Balance (~8,875 sf - $88,000).
GOAL ALIGNMENT
This Report and its contents are in alignment with the following Council Policy Goals:
• Goal Area A – Maintain Fiscal Responsibility
• Goal Area B – Preserve Small Town Character and Quality of Life • Goal Area F – Be Forward-Thinking, Well-Managed, and Well-Planned • Goal Area G – Emergency Preparedness – Be Prepared
POLICY FOCUS
The policy focus for this item is regarding the need to improve resiliency of the Town Center during power outages.
PUBLIC NOTICE
Public notification was achieved by posting the agenda, with this agenda item being listed, at least 72 hours prior to the meeting in print and electronically. Information about the project is also disseminated via the Town’s electronic News Flash and Atherton Online. There are approximately 1,200 subscribers to the Town’s electronic News Flash publications. Subscribers include residents as well as stakeholders –to include, but be not limited to, media outlets, school districts, Menlo Park Fire Protection District, service provides (water, power, and sewer), and regional elected officials.
COMMISSION/COMMITTEE FEEDBACK/REFERRAL
This item has not been before a Town Committee or Commission
ATTACHMENTS
None.