Camarillo City Council
AGENDA REPORT
Date: October 23, 2024
To: Honorable Mayor and City Councilmembers
From: Greg Ramirez, City Manager
Submitted by: Dave Klotzle, Public Works Director
Subject: Standby Power Generators at City Hall and Corporation Yard (Project No. CH-5067-2) – Reject all Construction Bids and Re- solicit for Bids
BACKGROUND
The Standby Power at City Facilities - Project No. CH-5067 studied the feasibility of installing a hybrid microgrid, combining solar, battery storage, and diesel generators to offset utility costs and provide standby power in case of a disaster, emergency or power loss at various City and Camarillo Sanitary District (CSD) facilities. The facilities included City Hall, the Corporation Yard, Police Station, City Library, Wastewater Treatment Plant, and North Pleasant Valley Desalter.
On February 26, 2020, the City Council approved a Professional Services Agreement with Natural Capitalism Solutions, Inc. dba Clean Coalition (Clean Coalition) to provide a Solar and Battery Standby Power Assessment Study for City and CSD Facilities (Study).
The Study merged previously completed energy efficiency and solar power studies into one comprehensive report to determine the feasibility and costs of an emergency standby power system that achieves the City’s goals including resilience, carbon footprint reduction, zero net energy, and ongoing utility bill savings. The Study showed the most feasible and economical solution to be a hybrid system that combines solar, battery storage, and diesel generators. The hybrid system would provide the City with utility bill savings as well as backup power supply for short-term outages using solar and battery alone, with diesel generators to be used only when needed for longer-term power outages.
Staff presented the Study including four backup power alternatives to the Utilities Committee in September 2020, and the Committee provided feedback and recommended that staff present the Study to City Council.
On October 28, 2020, the results of the Study and four backup power alternatives to City Council were presented. City Council directed staff to 1) move forward with design of the
Project No. CH-5067-2 - Reject all Bids
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recommended hybrid microgrid alternative at City Hall, Police Station, Library, and the Water Reclamation Plant; 2) pursue grant funding for the project; and 3) proceed with the final design of diesel generators at City Hall and the Corporation Yard.
On March 10, 2021, Clean Coalition’s agreement was amended to provide preliminary engineering design services for the hybrid microgrid systems. Staff worked with Clean Coalition to advance the preliminary design to further refine the project scope.
On October 13, 2021, the City Council approved a Professional Services Agreement with Sage Renewable Energy Consulting Inc., now NV5 Inc. (NV5), to peer review Clean Coalition’s design, complete the diesel generator design, and complete the preliminary engineering and develop a Request For Proposals (RFP) to complete final design and construction of the microgrid systems.
On October 26, 2022, the City Council authorized the issuance of a Purchase Order for the Project to Quinn Power Systems for the purchase of two stationary standby power diesel generators for City Hall and the Corporation Yard. The two generators have been delivered and are being stored at the Corporation Yard awaiting installation.
On June 22, 2024, the City Manager authorized staff to solicit an RFP for final design and construction of the microgrid systems, Solar Canopy Systems at City Hall and City Library – Project No. CH-5067-1.
On July 1, 2024, the City Manager authorized staff to solicit bids for construction of the installation of diesel generators, Standby Power at City Hall and the Corporation Yard – Project No. CH-5067-2.
DISCUSSION
The first phase will include Standby Power Generator Installation at City Hall and Corporation Yard – Project No. CH-5067-2 (Generator Project) and related work to provide backup power when needed during a disaster, emergency and outage to continue operations, replace the main electrical switchgear, and install a microgrid controller at both facilities to prepare for installation of solar and battery storage in the future. The second phase of the project will include Solar Canopy System Installation at City Hall and the Camarillo Library – Project No. CH-5067-1 (Solar Project).
Generator Project Construction Bids
- The installation of two generators (City Hall and Corp Yard) was advertised for construction bids and on August 6, 2024, the City received six (6) bids for construction of the project as shown in the following table:
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Bidder Name $ Bid Amount
PC Inc.
Santa Maria, CA $2,785,312
Eco Energy Solutions, Inc.
Simi Valley, CA $3,006,290
Pacific International Electric Company, Inc.
Brea, CA $3,261,561
Pramira, Inc.
Brea, CA $3,799,000
R2BUILD
Laguna Hills, CA $4,290,816
Caltec Corp.
Westminster, CA $4,650,000
The Engineer’s Estimate for the project was approximately $1,100,000. Staff reviewed the bids and identified that the high cost was due to the microgrid-ready switchgear, electrical work, and overall higher construction costs associated with the current bid climate. It is recommended the City Council reject all bids at this time. Plans will be value- engineered and rebid.
The RFP for the Solar Project was issued in June and closed on September 5, 2024.
Seven (7) Proposals were received. Staff are evaluating the proposals and will return to City Council with a recommendation to award an agreement to the most qualified proposer to complete design, obtain the required permits, install the solar canopies, and complete related work.
FISCAL IMPACT
Funds for re-solicitation of bids for Project No. CH-5067 are included in the Capital Improvement Projects Fund, Account No. 410-8610-486.92-41 and Project No. CH-5067.
RECOMMENDATION
Reject all bids received and authorize the City Manager to re-solicit bids for Project No.
CH-5067-2, Standby Power Generators at City Hall and the Corporation Yard.
ATTACHMENTS
1. Project Plans and Specifications
REFERENCE MATERIALS – AVAILABLE FOR REVIEW AT CITY HALL None