CITY OF PACIFICA
COUNCIL AGENDA SUMMARY REPORT
9/25/2023
1 SUBJECT:
Notice of Completion for the Calera Creek Water Recycling Plant Photovoltaic System Improvement Project – Phase 1
RECOMMENDED ACTION:
Move to Adopt the Resolution of the City Council of the City of Pacifica accepting completion and directing the City Manager to file Notice of Completion for the Calera Creek Water Recycling Plant Photovoltaic System Improvement Project - Phase 1.
STAFF CONTACT:
Dave Peel, Assistant Superintendent
(650) 738-4660
[email protected]
Louis Sun, P.E., WWTP Plant Manager
(650) 738-4660
[email protected]
Maria Aguilar, P.E., Deputy Director of Public Works (Wastewater) (650) 738-4660
[email protected]
Lisa Petersen, P.E., Director of Public Works
(650) 738-3770
[email protected]
BACKGROUND/DISCUSSION:
The City of Pacifica commissioned the Calera Creek Water Recycling Plant (Plant) 350 kWp Solar Photovoltaic Project in late 2006. This project utilized a combination of fixed and tracking (panels that follow the sun) Sanyo solar panels, totaling 1,880 panels capable of generating 350 kilowatt power (kWp). In 2017, the inverter that powers the fixed solar panel array (528 panels in total) failed and became non-operational. The inverter, as is typical, had a 10-year warranty, and staff was unable to repair the inverter through the manufacturer (Panasonic). Since the manufacturer has proprietary rights to the inverter, no other company would repair it and it could not be replaced without redesigning the entire system. The tracking solar panel array continues to operate (some panels have been replaced over time due to age).
After working on the maintenance issue with Panasonic for the fixed solar panel array, on December 2019, while the solar panels still had another 11 years of warranty, Panasonic offered a cashed out option that the City accepted. Under the cash out option, Panasonic paid $93,000 and cashed out of all remaining warranty for the entire system. The City kept the working solar panels.
Solar photovoltaic technology has improved tremendously since the Solar Project was first Pacifica City Council 2
September 25, 2023
commissioned in late 2006. During the Spring of 2020, staff developed the Calera Creek Water Recycling Plant Photovoltaic System Improvement Project - Phase 1 (Project) to remove the existing 528 fixed solar panels and replace these with new and more powerful solar panels while utilizing the existing structural framework, and to replace the existing inverter with new more common inverters while using existing conduits.
After going through the bidding process for the project, on September 14, 2020, the City Council approved the contract with Verdant Project Management, LLC DBA Verdant Energy Electric (Verdant) in the amount of $370,000 and project budget of $425,000. The COVID pandemic delayed the project significantly but on August 8, 2022, the Project reached substantial completion at a cost of $438,721.65 with three change orders issued totaling $69,090. These change orders included additional removal and replacement of 69 solar panels, and replacement of corroded 4x4 torque tubes with G-90 C-Purlins.
Staff was satisfied with the contractor’s performance, however, there was some roof damage caused by the Contractor. On February 28, 2023, Verdant agreed that they would not claim for release of their retention that was withheld by the City (in the amount of $21,936) and instead allow it to be used to fund the necessary roof repair. On July 10, 2023, the City Council approved a contract with Urban Waterproofing in the amount of $55,000 for the roof repair project of which $21,936.08 from the retention will be used towards the Verdant roof damage costs. The roof project is expected to be completed by the end of October 2023.
With the Notice of Completion for the Photovoltaic System Improvement Project - Phase 1, staff will focus work on the Photovoltaic System Improvement Project - Phase 2, which will repair and replace the remaining 1352 panels that are mostly attached to the tracking arrays. Phase 2 will also include replacing many of the existing inverters with new more common inverters and potentially replacing some of the existing conduits. Staff is in discussion with Peninsula Clean Energy to explore any potential money saving options and programs for this project and reviewing other options.
The City Manager is recommending the adoption of the attached resolution accepting completion of the Project and the filing of the Notice of Completion (Attachment 1) with the San Mateo County Recorder’s Office and use of the retention funds of $21,930.08 for the roof repair project.
ALTERNATIVE ACTION:
Council may choose not to adopt the resolution accepting completion of the Project, but as the work has been satisfactorily completed, the release of retention to fund the Calera Creek Water Recycling Plant Roof Improvements Project will be delayed.
RELATION TO CITY COUNCIL GOALS AND WORK PLAN:
Approval and accepting completion to file Notice of Completion for the Calera Creek Water Recycling Plant Photovoltaic System Improvement Project - Phase 1 is consistent with the following Council adopted Goals:
• Improve and steward City infrastructure, streets and facilities: This project will improve the wastewater treatment plant’s energy efficiency.
FISCAL IMPACT:
There is no fiscal impact associated with the filing of the Notice of Completion. The total project Pacifica City Council 3
September 25, 2023
Source and Use of Funds table is shown below. The project balance will remain in Fund 34.
Total Project Source and Use of Funds
Fund 34 - Account Number 34.900000.52800.P035.000 $550,000 Total Source of Funds $550,000
Construction Cost and Change Order 1 ($438,721.65)
Total Use of Funds ($438,721.65)
Project End Balance $ 111,278.35
ORIGINATED BY:
Public Works - Wastewater Division
ATTACHMENT LIST:
Notice Of Completion CCWRP Photovoltaic Phase 1 (PDF)
Pacifica City Council 4
September 25, 2023
RESOLUTION NO.____-2023
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PACIFICA
ACCEPTING COMPLETION AND DIRECTING THE CITY MANAGER TO FILE
NOTICE OF COMPLETION FOR THE
CALERA CREEK WATER RECYCLING PLANT PHOTOVOLTAIC SYSTEM IMPROVEMENT PROJECT – PHASE 1
RESOLVED by the City Council of the City of Pacifica, California, that WHEREAS, the City Engineer of the said City has filed with the City Clerk of said City, his Certificate as to the completion of all of the work provided to be done under and pursuant to the contract between said City and Verdant Project Management, LLC DBA Verdant Energy Electric (Verdant), on September 15, 2020 for the Calera Creek Water Recycling Plant Photovoltaic System Improvement Project – Phase 1; and
WHEREAS, it appears to the satisfaction of this Council that said work under said contract has been fully completed as provided in said contract and the plans and specifications therein referred to; and
WHEREAS, on February 28, 2023, Verdant agreed that they will not claim for release the retention withheld in the amount of $21,936.08 and instead it will be used by City to fund the Calera Creek Water Recycling Plant roof repairs.
NOW, THEREFORE, it is ordered as follows:
1. That acceptance of completion of said work be, and it is hereby, made and ordered.
2. That the City Manager is directed to file with the County Recorder of the County of San Mateo, the Notice of Completion thereof, pursuant to Section 3093 of the Civil Code of the State of California.
• • • • •
PASSED AND ADOPTED at a special and regular meeting of the City Council of the City of Pacifica, California, held on the 25th day of September 2023, by the following vote:
AYES, Councilmembers:
NOES, Councilmembers:
ABSENT, Councilmembers:
ABSTAIN, Councilmembers:
_________________________________
Tygarjas Twyrls Bigstyck, Mayor
ATTEST: APPROVED AS TO FORM:
______________________________ _________________________________ Sarah Coffey, City Clerk Michelle Kenyon, City Attorney