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VIA:
FROM:
DATE:
Placentia Cit Council
AGENDA REPORT
CITY COUNCIL
CITY ADMINISTRATOR
DEPUTY CITY ADMINISTRATOR/PUBLIC SERVICES AND INFRASTRUCTURE MAY 3, 2022
SUBJECT: PROFESSIONAL SERVICES AGREEMENT WITH JBA CONSULTING ENGINEERS, INC., DBA NV5 (NV5) FOR THE PLACENTIA CITY HALL &
POLICE STATION HVAC, SOLAR, AND ELECTRIC VEHICLE CHARGING
INFRASTRUTURE PROJECT
FISCAL
IMPACT: EXPENSE: $349,065
$ 34,906
BUDGET: $2,000,000
$ 600,000
SUMMARY:
PROFESSIONAL SERVICES AGREEMENT
CONTINGENCY AMOUNT
(105207-6850) & (105209-6850)
CITY HALL HVAC PROJECT (105207-6850)
CITY HALL SOLAR PROJECT (105209-6850)
On February 3, 2022, Staff solicited proposals from qualified engineering firms with experience in the areas of HVAC and solar design and energy audits for large and modern facilities. The scope of services includes evaluation and design for a series of improvements to optimize energy efficiency and cost savings as well as climate control within the City Hall and Police Station buildings and to provide a fully permitted and approved bid -ready engineered plans and bid documents. The project will also include a new solar and battery energy system to power both buildings and new electric vehicle (EV) charging infrastructure to support the City's EV fleet and future expansion. The Placentia City Council has allocated funding for this project in the City's Capital Improvement Program Budget which the City envisions delivering by using the traditional Public Works design, bid, and build methodology.
On March 3, 2022, the City received two (2) proposals and after a comprehensive review of each proposal by the Request for Proposal (RFP) Review Committee, NV5 was selected as the top- ranked firm, based on their extensive experience in the analysis and design for HVAC and Solar power systems for large municipalities and agencies.
RECOMMENDATION:
It is recommended that City Council take the following actions:
3.a.
May 3, 2022
City Council Agenda
May 3, 2022
1. Approve a Professional Services Agreement with JBA Consulting Engineers, Inc. dba: NV5 to provide engineering design and construction bid documents for the Placentia City Hall and Police Station HVAC System and Solar Energy Project in an amount not -to -exceed $349,065; and
2. Authorize the City Administrator to approve change orders up to 10% of the total contract amount, or $34,906; and
3. Authorize the City Administrator to execute the above-mentioned Professional Services Agreement, in a form approved by the City Attorney.
DISCUSSION:
Placentia City Hall and the attached police station building complex were constructed in 1974 and much of the building's HVAC mechanical equipment is original and has outlived its useful service life. The building is approximately 25,000 square feet in size and over the years, the interior workspaces within the building footprint have been modified to accommodate new uses and additional staffing changes. Most, if not all the existing HVAC equipment has reached the end of its useful service life and requires replacement to ensure functionality, reduce maintenance costs, and to improve energy efficiency. The new proposed HVAC system will include air balancing and greater control over adjusting temperatures in individual offices and workspaces, allowing for more customized settings throughout the building to provide a higher degree of climate comfort.
The existing pneumatic thermostat control system will be entirely replaced with,a new electronic system using more modern touchscreen control systems and the ability to integrate with the existing building automation system as well as applications for mobile devices.
A complementary component to the HVAC equipment replacement effort will be to build a new solar and battery storage system paired with new highly efficient mechanical equipment. The City envisions installing a series of new solar panels as carports in the Civic Center parking lot as well as the Police Department and management parking lots. The new battery storage system will be designed to provide uninterrupted power supply to the buildings. The new solar system is intended to produce most of the building's energy needs during the day while utilizing charged battery systems to operate the building at night during peak time of use hours. The consultant team will also evaluate the City's existing EV charging infrastructure and design improvements that will allow the systems to operate more efficiently. The project will also replace the public charging station with a new pay station. In addition, the consultant team will also design a new Level III charging station to provide added capacity for future expansion as the City transitions to an all EV fleet over the next decade.
As part of this project the consultant is tasked with preparing a separate set of engineered improvement plans, bid documents and technical specifications for the solar and battery improvements as the City will solicit separate bids for that component of the project. The consultant team will ensure that the plans for the HVAC/mechanical improvements and the solar/battery improvements have been coordinated and allows for the solar contractor to "plug and play" the new solar and battery system into the City's new HVAC system at City Hall. NV5
City Council Agenda
May 3, 2022
has assembled a team of qualified in-house and subconsultants to provide all associated civil, mechanical, electrical, and structural engineering services, bidding, and construction assistance (including but not limited to shop drawing review and responses to requests for information) and preparation of separate and complete Plans, Specifications, and Estimates (PS&E) packages for the HVAC improvements and solar/energy storage component of the project Prior to this effort, NV5 will complete an energy use audit .
On February 3, 2022, Staff solicited proposals from qualified engineering firms with experience in the evaluation and design for modern and efficient HVAC and Solar systems. Staff received two (2) proposals and after a comprehensive review of both proposals by the Request for Proposal (RFP) Review Committee, NV5 was selected as the top-ranked firm, based upon their team's extensive experience in the analysis and design for HVAC and Solar power systems for large municipalities and agencies. The RFP Review Committee consisted of the Deputy City Administrator, City Engineer, and the Director of Development Services. The cumulative composite score for each firm's proposal is noted below:
Ranking Consultant Total Score
1 NV5 90
2 Kitchell 75
Based upon their experience and reference checks, Staff recommends awarding a professional services contract to JBA Consulting Engineers, Inc. (NV5) for this project. The engineering design effort is estimated to be completed within 8 months and will be followed by bid and award of a construction contract.
FISCAL IMPACT:
The City Council has allocated a total of $2.6 million for this project in the City's 2021-22 Capital Improvement Program Budget. The not -to -exceed cost for the design services amounts to $383,971. This amount includes 10% design contingency as well. As such, sufficient funds exist for the recommended actions.
Prepared by:
Masoud - . abi,
City E • 'neer
Reviewed and approved:
_/
Jennifer Lampman
Director of Finance
City Council Agenda
May 3, 2022
Reviewed and approved:
Luis E
Deput
_gy/
vGZ
City Administrator
Attachment:
Agreement with NV5
Reviewed and ap • roved:
Damien ' Arrula�.
City Administrator