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CONSULTING SERVICES AGREEMENT
Design Professional
THIS AGREEMENT (the "Agreement") is made as June 17, 2025 by and between the City of Diamond Bar, a municipal corporation ("City") and Glumac, a Tetra Tech Company, a California corporation ("Consultant").
1. Consultant's Services.
Subject to the terms and conditions set forth in this Agreement Consultant shall provide to the reasonable satisfaction of the City the Civic Center Sustainability Study services set forth in the attached Exhibit "A", which is incorporated herein by this reference. As a material inducement to the City to enter into this Agreement, Consultant represents and warrants that it has thoroughly investigated the work and fully understands the difficulties and restrictions in performing the work. Consultant represents that it is fully qualified to perform such consulting services by virtue of its experience and the training, education and expertise of its principals and employees.
Nicholas Delgado, Management Analyst (herein referred to as the “City’s Project Manager”), shall be the person to whom the Consultant will report for the performance of services hereunder. It is understood that Consultant shall coordinate its services hereunder with the City’s Project Manager to the extent required by the City’s Project Manager, and that all performances required hereunder by Consultant shall be performed to the satisfaction of the City’s Project Manager and the City Manager
2. Term of Agreement. This Agreement shall take effect June 18, 2025, and shall continue unless earlier terminated pursuant to the provisions herein.
3. Compensation. City agrees to compensate Consultant for each service which Consultant performs to the satisfaction of City in compliance with the scope of services set forth in Exhibit "A". Payment will be made only after submission of proper invoices in the form specified by City. Total payment to Consultant pursuant to this Agreement shall not exceed One Hundred Nine Thousand, Two Hundred Seventy Dollars and Zero Cents ($109,270.00) without the prior written consent of the City.
The above not to exceed amount shall include all costs, including, but not limited to, all clerical, administrative, overhead, telephone, travel and all related expenses.
4. Payment.
A. As scheduled services are completed, Consultant shall submit to City an invoice for the services completed, authorized expenses and authorized extra work actually performed or incurred.
B. All such invoices shall state the basis for the amount invoiced, including services completed, the number of hours spent, and any extra work performed. 2 Professional Services - Design
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C. City will pay Consultant the amount properly invoiced within 35 days of receipt, but may withhold 30% of any invoice until all work is completed, which sum shall be paid within 35 days of completion of the work and receipt of all deliverables.
D. Payment shall constitute payment in full for all services, authorized costs and authorized extra work covered by that invoice.
5. Change Orders. No payment for extra services caused by a change in the scope or complexity of work, or for any other reason, shall be made unless and until such extra services and a price therefore have been previously authorized in writing and approved by the City Manager or his designee as an amendment to this Agreement.
The amendment shall set forth the changes of work, extension of time, if any, and adjustment of the fee to be paid by City to Consultant.
6. Priority of Documents. In the event of any inconsistency between the provisions of this Agreement and any attached exhibits, the provisions of this Agreement shall control.
7. Status as Independent Contractor.
A. Consultant is, and shall at all times remain as to City, a wholly independent contractor. Consultant shall have no power to incur any debt, obligation, or liability on behalf of City or otherwise act on behalf of City as an agent. Neither City nor any of its agents shall have control over the conduct of Consultant or any of Consultant's employees, except as set forth in this Agreement. Consultant shall not, at any time, or in any manner, represent that it or any of its agents or employees are in any manner agents or employees of City.
B. Consultant agrees to pay all required taxes on amounts paid to Consultant under this Agreement, and to indemnify and hold City harmless from any and all taxes, assessments, penalties, and interest asserted against City by reason of the independent contractor relationship created by this Agreement. In the event that City is audited by any Federal, State agency, including the Public Employee Retirement System, regarding the independent contractor status of Consultant and the audit in any way fails to sustain the validity of a wholly independent contractor relationship between City and Consultant, its employees or subconsultants, then Consultant agrees to reimburse City for all costs, including accounting and attorney's fees, arising out of such audit and any appeals relating thereto.
C. Consultant shall fully comply with Workers' Compensation laws regarding Consultant and Consultant's employees. Consultant further agrees to indemnify and hold City harmless from any failure of Consultant to comply with applicable Worker's Compensation laws.
D. Consultant shall, at Consultant’s sole cost and expense fully secure and comply with all federal, state and local governmental permit or licensing requirements, including but not limited to a business license with the City of Diamond. 3 Professional Services - Design
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E. In addition to any other remedies it may have, City shall have the right to offset against the amount of any fees due to Consultant under this Agreement any amount due to City from Consultant as a result of Consultant's failure to promptly pay to City any reimbursement or indemnification required by this Agreement or for any amount or penalty levied against the City for Consultant’s failure to comply with this Section.
8. Standard of Performance. Consultant shall perform all work at the standard of care and skill ordinarily exercised by members of the profession under similar conditions and represents that it and any subcontractors it may engage, possess any and all licenses which are required to perform the work contemplated by this Agreement and shall maintain all appropriate licenses during the performance of the work.
9. Indemnification. To the maximum extent permitted by Civil Code section 2782.8, Consultant shall defend, indemnify and hold harmless City, its officers, officials, employees and volunteers ("Indemnitees") from and against all liability, loss, damage, expense, cost (including without limitation reasonable attorneys' fees, expert fees and all other costs and fees of litigation) of every nature arising out of or in connection with:
(1) Any and all claims under Worker’s Compensation acts and other employee benefit acts with respect to Consultant’s employees or Consultant’s contractors; (2) Any and all claims arising out of Consultant's performance of work hereunder or its failure to comply with any of its obligations contained in this Agreement. Should City in its sole discretion find Consultant’s legal counsel unacceptable, then Consultant shall reimburse the City its costs of defense, including without limitation reasonable attorneys' fees, expert fees and all other costs and fees of litigation. The Consultant shall promptly pay any final judgment rendered against the Indemnitees. Except for the Indemnitees, this Agreement shall not be construed to extend to any third-party indemnification rights of any kind; and
(3) Any and all claims for loss, injury to or death of persons or damage to property caused by the negligent professional act or omission in the performance of professional services pursuant to this Agreement.
(4) The Consultant's obligations to indemnify, defend and hold harmless the City shall survive termination of this Agreement.
10. Insurance.
A. Consultant shall at all times during the term of this Agreement carry, maintain, and keep in full force and effect, with an insurance company authorized to do business in the State of California and approved by the City the following insurance:
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(1) a policy or policies of broad-form comprehensive general liability insurance written on an occurrence basis with minimum limits of $1,000,000.00 combined single limit coverage against any injury, death, loss or damage as a result of wrongful or negligent acts by Consultant, its officers, employees, agents, and independent contractors in performance of services under this Agreement; (2) property damage insurance with a minimum limit of $500,000.00 per occurrence;
(3) automotive liability insurance written on an occurrence basis covering all owned, non-owned and hired automobiles, with minimum combined single limits coverage of $1,000,000.00;
(4) Worker's Compensation insurance when required by law, with a minimum limit of $500,000.00 or the amount required by law, whichever is greater; and (5) Professional liability insurance covering errors and omissions arising out of the performance of this Agreement with a combined single limit of $1,000,000. If such insurance is on a claims’ made basis, Consultant agrees to keep such insurance in full force and effect for at least five years after termination or date of completion of this Agreement.
B. The City, its officers, employees, agents, and volunteers shall be named as additional insureds on the policies as to comprehensive general liability, property damage, and automotive liability. The policies as to comprehensive general liability, property damage, and automobile liability shall provide that they are primary, and that any insurance maintained by the City shall be excess insurance only.
C. All insurance policies shall provide that the insurance coverage shall not be non-renewed, canceled, reduced, or otherwise modified (except through the addition of additional insureds to the policy) by the insurance carrier without the insurance carrier giving City ten (10) day's prior written notice thereof. Consultant agrees that it will not cancel, reduce or otherwise modify the insurance coverage and in the event of any of the same by the insurer to immediately notify the City.
D. All policies of insurance shall cover the obligations of Consultant pursuant to the terms of this Agreement and except for professional liability insurance, shall be issued by an insurance company which is authorized to do business in the State of California or which is approved in writing by the City; and shall be placed have a current A.M. Best's rating of no less than A-, VII. In the case of professional liability insurance, such coverage shall be issued by companies either licensed or admitted to conduct business in the State of California so long as such insurers possesses the aforementioned Best's rating.
E. Consultant shall submit to City (1) insurance certificates indicating compliance with the minimum insurance requirements above, and (2) insurance policy 5 Professional Services - Design
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endorsements or a copy of the insurance policy evidencing the additional insured requirements in this Agreement, in a form acceptable to the City.
F. Self-Insured Retention/Deductibles. All policies required by this Agreement shall allow City, as additional insured, to satisfy the self-insured retention (“SIR”) and/or deductible of the policy in lieu of the Consultant (as the named insured) should Consultant fail to pay the SIR or deductible requirements. The amount of the SIR or deductible shall be subject to the approval of the City. Consultant understands and agrees that satisfaction of this requirement is an express condition precedent to the effectiveness of this Agreement. Failure by Consultant as primary insured to pay its SIR or deductible constitutes a material breach of this Agreement. Should City pay the SIR or deductible on Consultant’s due to such failure in order to secure defense and indemnification as an additional insured under the policy, City may include such amounts as damages in any action against Consultant for breach of this Agreement in addition to any other damages incurred by City due to the breach.
G. Subrogation. With respect to any Workers' Compensation Insurance or Employer's Liability Insurance, the insurer shall waive all rights of subrogation and contribution it may have against the Indemnitees.
H. Failure to Maintain Insurance. If Contractor fails to keep the insurance required under this Agreement in full force and effect, City may take out the necessary insurance and any premiums paid, plus 10% administrative overhead, shall be paid by Consultant, which amounts may be deducted from any payments due Consultant.
I. Consultant shall include all subcontractors, if any, as insureds under its policies or shall furnish separate certificates and endorsements for each subcontractor to the City for review and approval. All insurance for subcontractors shall be subject to all of the requirements stated herein.
11. Confidentiality. Consultant in the course of its duties may have access to confidential data of City, private individuals, or employees of the City. Consultant covenants that all data, documents, discussion, or other information developed or received by Consultant or provided for performance of this Agreement are deemed confidential and shall not be disclosed by Consultant without written authorization by City. City shall grant such authorization if disclosure is required by law. All City data shall be returned to City upon the termination of this Agreement. Consultant's covenant under this section shall survive the termination of this Agreement. Notwithstanding the foregoing, to the extent Consultant prepares reports of a proprietary nature specifically for and in connection with certain projects, the City shall not, except with Consultant's prior written consent, use the same for other unrelated projects.
12. Ownership of Materials. Except as specifically provided in this Agreement, all materials provided by Consultant in the performance of this Agreement shall be and remain the property of City without restriction or limitation upon its use or dissemination by City. Consultant may, however, make and retain such copies of said documents and materials as Consultant may desire.
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13. Maintenance and Inspection of Records. In accordance with generally accepted accounting principles, Consultant and its subcontractors shall maintain reasonably full and complete books, documents, papers, accounting records, and other information (collectively, the “records”) pertaining to the costs of and completion of services performed under this Agreement. The City and any of their authorized representatives shall have access to and the right to audit and reproduce any of Consultant's records regarding the services provided under this Agreement. Consultant shall maintain all such records for a period of at least three (3) years after termination or completion of this Agreement. Consultant agrees to make available all such records for inspection or audit at its offices during normal business hours and upon three (3) days' notice from the City, and copies thereof shall be furnished if requested.
14. Conflict of Interest.
A. Consultant covenants that it presently has no interest and shall not acquire any interest, direct or indirect, which may be affected by the services to be performed by Consultant under this Agreement, or which would conflict in any manner with the performance of its services hereunder. Consultant further covenants that, in performance of this Agreement, no person having any such interest shall be employed by it. Furthermore, Consultant shall avoid the appearance of having any interest which would conflict in any manner with the performance of its services pursuant to this Agreement.
B. Consultant covenants not to give or receive any compensation, monetary or otherwise, to or from the ultimate vendor(s) of hardware or software to City as a result of the performance of this Agreement. Consultant's covenant under this section shall survive the termination of this Agreement.
15. Termination. The City may terminate this Agreement with or without cause upon fifteen (15) days' written notice to Consultant. The effective date of termination shall be upon the date specified in the notice of termination, or, in the event no date is specified, upon the fifteenth (15th) day following mailing of the notice. In the event of such termination, City agrees to pay Consultant for services satisfactorily rendered prior to the effective date of termination. Immediately upon receiving written notice of termination, Consultant shall discontinue performing services, unless the notice provides otherwise, except those services reasonably necessary to effectuate the termination. The City shall be not liable for any claim of lost profits.
16. Personnel/Designated Person. Consultant represents that it has, or will secure at its own expense, all personnel required to perform the services under this Agreement. All of the services required under this Agreement will be performed by Consultant or under its supervision, and all personnel engaged in the work shall be qualified to perform such services.
17. Non-Discrimination and Equal Employment Opportunity. 7 Professional Services - Design
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A. Consultant shall not discriminate as to race, color, creed, religion, sex, marital status, national origin, ancestry, age, physical or mental handicap, medical condition, or sexual orientation, in the performance of its services and duties pursuant to this Agreement, and will comply with all rules and regulations of City relating thereto.
Such nondiscrimination shall include but not be limited to the following: employment, upgrading, demotion, transfers, recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship.
B. Consultant will, in all solicitations or advertisements for employees placed by or on behalf of Consultant state either that it is an equal opportunity employer or that all qualified applicants will receive consideration for employment without regard to race, color, creed, religion, sex, marital status, national origin, ancestry, age, physical or mental handicap, medical condition, or sexual orientation.
C. Consultant will cause the foregoing provisions to be inserted in all subcontracts for any work covered by this Agreement except contracts or subcontracts for standard commercial supplies or raw materials.
18. Time of Completion. Consultant agrees to commence the work provided for in this Agreement within (5) days of being notified by the City to proceed and to diligently prosecute completion of the work or as may otherwise be agreed to by and between the Project Manager and the Consultant.
19. Time Is of the Essence. Time is of the essence in this Agreement.
Consultant shall do all things necessary and incidental to the prosecution of Consultant's work.
20. Reserved.
21. Delays and Extensions of Time. Consultant's sole remedy for delays outside its control shall be an extension of time. No matter what the cause of the delay, Consultant must document any delay and request an extension of time in writing at the time of the delay to the satisfaction of City. Any extensions granted shall be limited to the length of the delay outside Consultant’s control. If Consultant believes that delays caused by the City will cause it to incur additional costs, it must specify, in writing, why the delay has caused additional costs to be incurred and the exact amount of such cost within 10 days of the time the delay occurs. No additional costs can be paid that exceed the not to exceed amount absent a written amendment to this Agreement. In no event shall the Consultant be entitled to any claim for lost profits due to any delay, whether caused by the City or due to some other cause.
22. Assignment. Consultant shall not assign or transfer any interest in this Agreement nor the performance of any of Consultant's obligations hereunder, without the prior written consent of City, and any attempt by Consultant to so assign this Agreement or any rights, duties, or obligations arising hereunder shall be void and of no effect.
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23. Compliance with Laws. Consultant shall comply with all applicable laws, ordinances, codes and regulations of the federal, state, and local governments.
24. Non-Waiver of Terms, Rights and Remedies. Waiver by either party of any one or more of the conditions of performance under this Agreement shall not be a waiver of any other condition of performance under this Agreement. In no event shall the making by City of any payment to Consultant constitute or be construed as a waiver by City of any breach of covenant, or any default which may then exist on the part of Consultant, and the making of any such payment by City shall in no way impair or prejudice any right or remedy available to City with regard to such breach or default.
25. Attorney's Fees. In the event that either party to this Agreement shall commence any legal or equitable action or proceeding to enforce or interpret the provisions of this Agreement, the prevailing party in such action or proceeding shall be entitled to recover its costs of suit, including reasonable attorney's fees and costs, including costs of expert witnesses and consultants.
26. Mediation. Any dispute or controversy arising under this Agreement, or in connection with any of the terms and conditions hereof, which cannot be resolved by the parties, may be referred by the parties hereto for mediation. A third party, neutral mediation service shall be selected, as agreed upon by the parties and the costs and expenses thereof shall be borne equally by the parties hereto. The parties agree to utilize their good faith efforts to resolve any such dispute or controversy so submitted to mediation. It is specifically understood and agreed by the parties hereto that mutual good faith efforts to resolve the same any dispute or controversy as provided herein, shall be a condition precedent to the institution of any action or proceeding, whether at law or in equity with respect to any such dispute or controversy.
26. Notices. Any notices, bills, invoices, or reports required by this Agreement shall be deemed received on (a) the day of delivery if delivered by hand during regular business hours or by facsimile before or during regular business hours; or (b) on the third business day following deposit in the United States mail, postage prepaid, to the addresses heretofore set forth in the Agreement, or to such other addresses as the parties may, from time to time, designate in writing pursuant to the provisions of this section.
“CONSULTANT” “CITY”
Glumac, a Tetra Tech Company City of Diamond Bar
707 Wilshire Blvd, 23rd Floor 21810 Copley Drive
Los Angeles, CA 90017 Diamond Bar, CA 91765-4178
Attn.: Drew Karson Attn.: Dan Fox, City Manager
Phone: (760) 274-5574 Phone: (909) 839-7010
E-mail: [email protected] E-mail: [email protected] 9 Professional Services - Design
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28. Governing Law. This Agreement shall be interpreted, construed and enforced in accordance with the laws of the State of California.
29. Counterparts. This Agreement may be executed in any number of counterparts, each of which shall be deemed to be the original, and all of which together shall constitute one and the same instrument.
30. Entire Agreement. This Agreement, and any other documents incorporated herein by reference, represent the entire and integrated agreement between Consultant and City. This Agreement supersedes all prior oral or written negotiations, representations or agreements. This Agreement may not be amended, nor any provision or breach hereof waived, except in a writing signed by the parties which expressly refers to this Agreement. Amendments on behalf of the City will only be valid if signed by a person duly authorized to do so under the City's Purchasing Ordinance.
IN WITNESS of this Agreement, the parties have executed this Agreement as of the date first written above.
"Consultant" "City"
Glumac, a Tetra Tech Company CITY OF DIAMOND BAR
By: By:
Printed Name: Dan Fox, City Manager
Title:
By: ATTEST:
Printed Name:
Title:
Kristina Santana, City Clerk
Approved as to form:
By:
Omar Sandoval, City Attorney
*NOTE: If Consultant is a corporation, the City requires the following signature(s):
-- (1) the Chairman of the Board, the President or a Vice-President, AND (2) the Secretary, the Chief Financial Officer, the Treasurer, an Assistant Secretary or an Assistant Treasurer. If only one corporate officer exists or one corporate officer holds more than one corporate office, please so indicate. OR
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-- The corporate officer named in a corporate resolution as authorized to enter into this Agreement. A copy of the corporate resolution, certified by the Secretary close in time to the execution of the Agreement, must be provided to the City.
STATEMENT OF QUALIFICATIONS - Response File Revision 01 City of Diamond Bar
Civic Center Sustainability Study
Prepared For
City of Diamond Bar
Date Re-Issued
06.05.2025
GLUMAC.COM
Dear Nicholas,
We understand that the City of Diamond Bar has three goals going forward in the current strategic plan, including creating a resilient environment with a commitment to protect natural resources. The move to enhance the sustainability and resilience of the Civic Center is a key step in achieving this goal. Both long and short term positive impacts come from cities committing to green energy options, and all buildings present their own unique opportunities for sustainable innovation. Our motto is Green Buildings That Work and we apply that to every project we have the privilege to work on.
Glumac’s team has worked with many institutions to help identify and establish a path forward in order to comply with both regulatory and self-identified sustainability and energy goals.
We have had the opportunity to work with Orange County Waste and Recycling, City of San Luis Obispo, Los Angeles World Airport, Contra Costa County, and the California Department of General Services in providing similar services, reviewing existing structures to find opportunities for clean energy sources and EV infrastructure.
We are eager to apply our experience and to support the City of Diamond Bar in studying the Civic Center for the purpose of updating the existing electrical infrastructure in order to meet the needs of the future planned EV fleet and solar energy system.
Sincerely,
Drew Karson, LEED Green Associate, EEP, Associate | Project Manager
Original Submittal Date:
May 14, 2025
Revision 1 Submittal Date:
June 5, 2025
Proposal Name:
City of Diamond Bar Civic
Center Sustainability Study
Submitted to:
Nicholas Delgado
[email protected]
909.839.7088
Glumac Address:
707 Wilshire Blvd
23rd Floor
Los Angeles, CA 90017
Glumac Proposal Contact:
Drew Karson
[email protected]
760.274.5574
Glumac Proposal Number:
P25US400640
Microgrids and Energy Resilience
Glumac supports government facilities in hardening their energy infrastructure, improving operational resilience, and increasing energy efficiency during normal operations. We support our clients starting with preliminary feasibility studies through full engineering design and commissioning. Through this process, we help our clients prioritize energy resilience upgrades within individual buildings or across a portfolio of facilities to ensure emergency and critical operations are maintained during disruptions.
Our established team includes expertise in emergency management and resilience planning, distributed generation, renewable energy, utility rate analysis, cybersecurity, master planning, and project development. Our energy team provides solar PV, BESS, and microgrid energy modeling to develop a full life cycle cost analysis of various generation and storage options. Our engineering team supports the assessment, design, and procurement of distributed energy resources and will bring experience to execute complete complex projects across critical government facilities, data centers, and healthcare campuses. Our commissioning team works on small and large energy systems, including central unity plants, combined heating & power (CHP) plants, and microgrid systems.
Collectively our team brings a range of experience delivering energy resilience planning, engineering and commissioning services for critical public facilities.
• City of Los Angeles Municipal Building Portfolio: Portfolio strategy for deploying solar PV, BESS and microgrids across all police, fire, and critical facilities.
• California Office of Emergency Services Mather Headquarters Building: Engineering design to integrate a BESS and microgrid controller with existing solar PV and generators to create a 14-day microgrid system. • City of San Luis Obispo Fire Station and 911 Call Center: Microgrid feasibility study to develop a microgrid integrating solar PV and BESS with the existing generators.
• California Office of Emergency Services Southern California Headquarters: Engineering design services for a new emergency operations center with a 72 hour microgrid system. • City of San Jose Fire Training Center: Engineering design for a new fire training and emergency operations with a clean energy microgrid system.
• Southern California Gas Operations Control Center: Engineering design of a new emergency operation and control center with clean energy microgrid system.
• San Diego State University Main Campus: Energy master plan to transition from an existing 14.3 MW cogeneration plant to a clean energy campus microgrid system with solar PV, BESS, generators, load management controls and a microgrid controller.
• Los Angeles Community College District West LA, East LA and LA Southwest Campuses: Energy master plan to develop campus microgrids to support Red Cross emergency centers. • California State University East Bay Main Campus: Energy master plan to support the phased development of a campus microgrids.
• Oregon State Treasury: Engineering design and commissioning of a resilient microgrid systems for minimum 96 hours of operation.
• University of California Merced Smart Farming Demonstration Center: Conceptual design of an off-grid agricultural research facility will fully electrified farming equipment. • City of Petaluma Backup Power Study: Evaluation of energy resilience and microgrid options at 16 critical city facilities.
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Organizational Chart
We have built a team with a balance of experts who have the experience and the qualifications to support the Civic Center Sustainability Study. Glumac agrees to notify the City and furnish required information should any personnel changes occur.
Drew Karson, ASSOCIATE
Project Manager, Energy
Consultant
Brian Stern, VP
Energy Program Manager
Nick Pedersen, PE
Senior Electrical Engineer
Andrew Choi
Electrical Designer
ELECTRICAL
Aboli Datey
Energy Analyst
Emily Kawka
EV Planning
ENERGY PLANNING
Organizational Chart | 6
Project Understanding
PROJECT BACKGROUND
We recognize that the City of Diamond Bar needs to upgrade its electrical infrastructure at the Civic Center to support future sustainability measures, including electric vehicle (EV) charging infrastructure, solar energy systems, and battery energy storage systems. The existing electrical infrastructure, which is original to the facility, was not designed to accommodate these future requirements. Additionally, the City is committed to transitioning its municipal fleet to zero-emission vehicles in compliance with Executive Order N-79-20 and the California Air Resources Board (CARB) Advanced Clean Fleets (ACF) Regulation, which will require significant planning and infrastructure upgrades.
Our firm brings extensive experience in building design, resilience planning, EV infrastructure planning, renewable energy, and electrical engineering. We will leverage this expertise to conduct a comprehensive evaluation of the existing electrical infrastructure, forecast future energy demands, and identify necessary improvements to achieve compliance and meet the City’s long-term environmental and operational goals. Our approach includes establishing a baseline assessment of existing conditions, conducting a detailed analysis of potential technology types and capacities, and providing specific recommendations, results, and implementation guidance.
PROJECT GOALS
We understand the overall goal of this project is to develop a Sustainability Plan that will guide the City of Diamond Bar in investing in infrastructure upgrades to improve the operations, resilience, and sustainability of the Civic Center. This includes a comprehensive evaluation of existing conditions, forecasting future electrical demand, and assessing the feasibility and impact of integrating EV charging infrastructure, solar PV systems, and battery energy storage systems. “We focus on
impact. Building
performance
must be results
oriented, and we
provide clients
with data insights
to make impactful
energy reduction
decisions.”
BRIAN STERN, Director of Energy
Project Understanding | 19
Project Approach
PHASE 1: KICKOFF PHASE
Objective: Establish project goals, schedule, and key performance indicators (KPIs) for the City’s Civic Center Sustainability Study.
1A) Kickoff Meeting
Glumac will host a project kick-off meeting with key project stakeholders to review the draft feasibility study and discuss other critical items.
1. Review project goals, background information, past feasibility studies, and any other relevant City planning documents.
2. Establish guiding principles for minimum project requirements and decision-making criteria.
3. Review and discuss resilience requirements for the facility, its critical operations, and expected future performance capabilities.
4. Review data collection needs and develop a plan to minimize impact on City employees. 1B) Project Workplan
Glumac will work closely with the City of Diamond Bar to create a project work plan, including a scheduled list of key milestones, deliverables, and associated meetings. We will identify critical path items and establish key timelines to ensure the project stays on schedule. Establishing a clear work plan is critical to ensuring goals and expectations are met while maintaining the project schedule and budget. High levels of coordination between stakeholders and receiving feedback from the City during this phase (and future phases) are critical to ensuring timely and efficient completion of tasks.
1. Develop a detailed project work plan to outline key milestones and deliverables.
2. Collaborate with the City to finalize the work plan, ensuring alignment with stakeholder expectations. 1C) Data Collection
Glumac will collect and consolidate relevant historical information. Collecting data can be a time-consuming effort and is a potential area of concern for maintaining the schedule. To mitigate this risk, Glumac has developed a data collection process that alleviates some of the challenges and minimizes the impact on capital planning and facilities management groups. We schedule data request meetings early in the project, establish file-sharing protocols on preferred platforms, and we provide a tracking tool to monitor the collected data. When data is not available, Glumac can lean on our extensive portfolio of past projects and engineering experience to fill in gaps with benchmarked data, engineering approximations, and code-mandated performance values. Our preliminary list of information requests includes the following:
1. As-built drawings for the Civic Center and associated electrical infrastructure.
2. Previous engineering feasibility studies or facility condition assessments
3. Compiled critical requirements list
4. The existing generator make, model, capacity, and location (if applicable)
5. Utility and submeter energy data (electricity)
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6. If remote access is available, Glumac will request it to streamline the data collection process from the City’s building automation system (BAS), energy management systems (EMS), and any other building data platforms.
Deliverables
Kickoff Meeting Presentation: An introductory presentation summarizing the City of Diamond Bar Sustainability Study. Deliverables will include a PowerPoint presentation and PDF. City Facilities staff may leverage the presentation to engage with senior leadership and/or wider City stakeholders.
Detailed Project Workplan Document: Detailed project work plan document, including project management and data collection tracking tool.
PHASE 2: EXISTING INFRASTRUCTURE EVALUATION
Objective: Understand the existing electrical infrastructure, site constraints, and operational requirements at the Civic Center. Document baseline existing conditions and energy performance. Identify unique conditions. 2A) Review Existing Documents
1. Review existing engineering documents and as-built drawings to evaluate the condition and code compliance of current electrical systems.
2. Confirm capacity and reliability of utility electrical infrastructure through reviewing utility drawings, interviewing facility staff regarding historical utility outages, and coordinating with SoCal Edison (SCE) to receive and review outage logs and interval data.
3. Review existing metered interval data from the utility. Identify and calculate the facility’s peak demands, annual energy usage, and hourly load profile.
2B) Site Visits
For the site visit, Glumac will conduct an on-site review of the Civic Center. This information will be used for this phase’s final deliverable. The site analysis will include:
1. Verify the type, capacity, and condition of the existing electrical systems and backup power system equipment
2. Interview with facility managers to gather qualitative data on the facility’s operational expectations and historical reliability.
3. Assess the available space and physical constraints for the installation of new PV, BESS, and EV systems, as well as any associated required upgrades, such as new main switchboards or utility feeders.
4. Assess the potential impact of new EV chargers on the existing parking layout, including potential parking losses and relocation needs.
5. Evaluate ADA compliance and identify necessary improvements to accommodate EV infrastructure.
6. Evaluate interior and exterior lighting control systems and verify type, condition, quantity, and opportunities for energy efficiency upgrades
2C) Electrical Demand Forecast
Glumac will perform energy modeling analysis to forecast future electrical demand associated with electrification of the City’s fleet, installation of new EV chargers, and potential expansion of the facilities and/or amenities.
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1. Calculate the total facility’s anticipated future electrical loads, including EV chargers for both the city fleet and public use, using energy modeling software (such as IES-VE, Xendee, and Helioscope).
2. Quantify the impact on utility rates, carbon emissions, and operational resilience with respect to the existing electrical infrastructure and forecasted future utility rate escalation and future carbon emissions coefficient as reported by SCE.
Deliverables
Existing Infrastructure and Electrical Demand Forecast Update: Provide a baseline assessment presentation summarizing findings. Deliverables will include a memo and brief PowerPoint presentation to provide an update on progress. Target audience includes the core City project team.
PHASE 3: EV CHARGING, PV, AND BESS INFRASTRUCTURE PLANNING Objective: Provide preliminary layouts of the anticipated sustainability upgrades with multiple options per technology. Understand the site constraints and maximum capacities of each system type to be used for further analysis in the following phases.
3A) Conceptual Site Plan
Glumac will create preliminary options of site plan layouts with the impacts on space capacity and operations associated with each option.
1. Assess the potential impact of new EV chargers on the existing parking layout, including potential parking losses and relocation needs.
2. Evaluate ADA compliance and identify necessary improvements to accommodate EV infrastructure.
3. Identify areas for PV and BESS installation and evaluate any constraints for the maximum installed capacity, such as available square footage, proximity to required electrical gear, solar shading access due to trees and nearby facilities, and mandated code setbacks.
Deliverables
Preliminary Concept Site Plan: Provide a preliminary, marked-up PDF of the site including possible locations for EV chargers, PV, and BESS to be installed. This is intended to be used for as a starting point for refined options analyses in the following phases.
PHASE 4: SUSTAINABILITY & RESILIENCE ENHANCEMENTS
Objective: Identify potential energy technologies and conceptual system options to improve resilience, reduce carbon emissions, and achieve overall cost savings at the Civic Center. Ensure and clearly explain the technical considerations required to comply with local, state, and federal regulations. 4A) Scenario Modeling
Glumac will incorporate the information from the previous phases and calculate recommended sustainability and resilience enhancements for the Civic Center. Identify feasible options with favorable paybacks and that achieve outcomes identified during the kickoff phase.
1. Perform energy modeling to determine the optimal size and type of PV and battery storage systems, Project Approach | 22
focusing on cost efficiency, operational capabilities to support an increased electrical load, and carbon footprint reduction.
2. Develop a technology summary matrix with key information about each technology, focusing on cost savings, carbon emissions reductions, and operational resilience.
3. Analyze backup power configurations and potential energy technologies using simulation tools to enhance operational resilience.
4. Clearly state and emphasize required engineering design considerations for each technology that are needed to meet compliance with relevant local, state, and federal regulations, such as the National Electric Code.
Deliverables
Progress Update Memo: A progress update memo or presentation that will document the findings of this phase that are to be incorporated into the draft and final reports. These findings include:
1. Facility upgrade reviews
2. Optimized capacity per technology type
PHASE 5: INFRASTRUCTURE RECOMMENDATIONS AND CONCEPTUAL PLAN Objective: Provide final site recommendations and a conceptual site plan for the Civic Center, focusing on cost savings, carbon emissions reductions, and operational resilience. 5A) Facility Planning Report
Based on the results from Phase 3, Glumac will provide a consolidated memo of final site recommendations. These will be included in the final deliverable and will contain the following:
1. Estimated utility bill reductions, carbon emission reductions, and generation capacity per system
2. Resilience requirements and anticipated operational capabilities during an outage with the recommended PV and BESS configuration
Deliverables
Final Report: Provide a final report summarizing recommendations and documenting all tasks provided during the project and supporting calculation data.
Final Presentation: Provide and deliver a final PowerPoint presentation summarizing recommendations. The City can also leverage the presentation to engage with senior leadership and/or wider stakeholders.
Project Approach | 23
OPTIONAL PLANNING SERVICES - SCOPE OF WORK
The following tasks are part of the Optional Additional Services described in the RFP. These are described in detail below and priced separately from the mandatory tasks that will be accomplished as part of the Base Scope of Work. Only select phases in the Base Scope of Work have optional tasks, which are detailed below.
PHASE 1: KICKOFF PHASE
No Optional Additional Services
PHASE 2: EXISTING INFRASTRUCTURE EVALUATION
2D) Utility Coordination and Incentive Identification
Glumac will coordinate with the utility to discuss the feasibility and logistics of infrastructure upgrades as well as investigate any possible funding opportunities.
1. Coordinate with SCE to discuss electrical service needs and upgrade options.
2. Identify applicable funding opportunities, rebate programs, and technical assistance resources such as CALeVIP, SCE’s Charge Ready Program, and California Energy Commission grants.
Deliverables
1. Utility Coordination Report: Preliminary results of coordination with the utility and recommendations for next steps
2. Incentive Identification and Application Support Document: Provide a summary of possible funding opportunities, including the cost impacts and eligibility requirements of the investigated rebate programs, incentives, and technical assistance resources
PHASE 3: EV CHARGING, PV, AND BESS INFRASTRUCTURE PLANNING No Optional Additional Services
PHASE 4: SUSTAINABILITY & RESILIENCE ENHANCEMENTS
4B) Cost Estimating and Life Cycle Cost Analysis
Glumac will provide rough order of magnitude (ROM) cost estimates for system options in order to determine the feasibility of different upgrade recommendations. Providing early costing feedback is critical for the success of facility upgrade planning efforts. Additionally, Glumac will work with the City to identify and analyze funding sources to create optimal funding strategies for implementation. Glumac will support the City in distributing potential costs, operational impacts, and funding strategies early to City leadership and ensuring buy-in at a high level before moving into stakeholder engagement.
1. Provide rough order of magnitude (ROM) cost estimates for system options using cost estimation methodologies.
2. Develop a preliminary life-cycle cost analysis (LCCA) for solar PV and battery storage systems, highlighting long-term cost savings and environmental benefits.
3. Identify and define specific funding sources and present the LCCA findings with key metrics required for accessing and quantifying the funding source (annual cashflow, NPV, Levelized Cost of Energy, Simple Payback, etc.).
4. Integrate findings from utility coordination to refine cost-benefit analysis and payback periods for different strategies.
Project Approach | 24
5. Assess the impact of identified incentives on overall project feasibility and financial planning.
6. Create a timeline with budget strategies to implement the project with maximal impact with respect to available funds identified in previous steps.
Deliverables
1. Phase 4: Sustainability & Resilience Enhancements
2. LCCA Memo: Rough installation cost and LCCA estimations for each recommended project, including the impact of identified incentives
PHASE 5: INFRASTRUCTURE RECOMMENDATIONS AND CONCEPTUAL PLAN 5A) Facility Planning Report
The below content will be added to the existing Final Report as described in the Base Scope of Work.
1. A phased implementation plan with priorities, estimated costs, and potential funding sources.
2. Provide optional financing or budget strategies to help the City pursue implementation in alignment with available resources.
OPTIONAL DESIGN SERVICES - FUTURE PHASE
Objective: Glumac understands this project is funded through the Energy Efficiency and Conservation Block Grant (EECBG) program. If the City decides to implement the designs recommended in the previous phases, Glumac can support the full engineering design and next steps of the implementation process.
The below scopes of work represent optional additional design services as requested by the City. Option 1 represents installing EV chargers and Option 2 represents adding PV and systems above the carport area with an option for possible BESS inclusion. Both options will evaluate and include designs for required associated electrical infrastructure upgrades. These fees are presented both separately (if only one option is pursued) and as a combined option (if both are pursued) which presents efficiencies in the workflow and is a lower overall fee than the sum of the two projects on their own.
Optional Design Services Option 1: EV Charging for Fleet and Public Parking
1. Investigation of existing conditions
2. Review of as-built plans and electrical loads
3. Engineering Design Package
a. Site Plan
b. Scaled Plan Views
c. One-Line Diagram
d. Schedules (Panel(s), feeders, available fault current, etc.) e. Signage Details
f. Equipment Details (Pedestals, mounting, trenching, etc.) g. Equipment Specification Sheets
h. Structural letter of approval or drawings if required by the authority having jurisdiction Project Approach | 25
i. Parking area reconfiguration by Civil Engineer
j. Construction specifications
k. Performance specification
4. Technical documentation and calculations required for rebates/incentives
5. Pre-bid meeting attendance
6. RFI support for contractor procurement
7. Submittal review
Optional Design Services Option 2: Solar PV Carports
1. Investigation of existing conditions
2. Review of as-built plans and electrical loads
3. Electrical Power Production and Utility Savings estimation
4. Engineering Design Package
a. Site Plan
b. Scaled Plan Views
c. One-Line Diagram
d. Schedules (Panel(s), feeders, available fault current, etc.) e. Signage Details
f. Equipment Details (Grounding, racking, etc.)
g. Equipment Specification Sheets
h. Structural Design
i. Structural letter drawings and details
j. Engineering specifications
k. Performance specification
5. Technical documentation and calculations required for rebates/incentives
6. Pre-bid meeting attendance
7. RFI support for contractor procurement
8. Submittal review
9. Technical information required for interconnection agreement Schedule
Week 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 Phase 1: Kickoff
Phase
Kickoff Meeting
Workplan
Data Collection
Deliverables
City Review and Updates
Phase 2: Existing
Infrastructure
Evaluation
Review Existing Documents
Site Visits
Electrical Demand Forecast
Deliverables
City Review and Updates
Phase 3: EV
Charging, PV, and
BESS Infrastructure
Planning
Conceptual Site Plan
Deliverables
City Review and Updates
Phase 4:
Sustainability
and Resilience
Enhancements
Scenario Modeling
Deliverables
City Review and Updates
Phase 5:
Infrastructure
Recommendations
and Conceptual Plan
Facility Planning Report
City Review and Updates
Final Presentation
SCHEDULE | 28
Fee
Fee
Base Services $38,830
Optional Planning Services $15,415
Optional Design Services 1 $40,850
Optional Design Services 2 $37,900
Optional Design Services 1 & 2 $55,025
Key Team Member Title Hourly Rate
Brian Stern Energy Program Manager $300
Nick Pedersen Senior Electrical Engineer $250
Drew Karson Energy Consultant $205
Andrew Choi Electrical Designer $175
Aboli Datey Energy Analyst $165
Emily Kawka Energy Analyst $165
Hourly Rates
Fee | 30