COUNCIL AGENDA REPORT
TO: Mayor and City Council
FROM: Shad S. Springer, Director of Utilities
DATE: September 15, 2026
SUBJECT: Adoption of a Resolution Approving an Agreement with Smaart Power, LLC for Arc Flash Study and Risk Assessment Services
Description:
The City Council will consider adopting a Resolution authorizing an agreement with Smaart Power, LLC for Arc Flash Study and Risk Assessment Services.
Environmental Notice: The activity is not a “Project” as defined under Section 15378 of the California Environmental Quality Act State Guidelines; therefore, pursuant to State Guidelines Section 15060(c)(3) no environmental review is required.
RECOMMENDATION:
1. Adopt a Resolution approving an Agreement for Services with Smaart Power, LLC for Arc Flash Study and Risk Assessment Services up to a total not -to-exceed of $185,076 (includes 20 percent contingency funding); and
2. Authorize the City Manager or designee to execut e the agreement and enter into extensions and modifications consistent with the terms of the agreement.
BACKGROUND:
Cal/OSHA regulations require the City to identify and assess electrical arc hazards and implement appropriate measures to protect employees who may be exposed to these hazards. The Utilities Department operates and maintains electrical equipment on behalf of the City at numerous water, wastewa ter, and stormwater facilities . Employees who operate, maintain, and work near this equipment may be exposed to electrical hazards, including arc flash events.
A comprehensive Arc Flash Study and Risk Assessment is needed to evaluate existing electrical equipment and identify appropriate safety measures for Utilities personnel. The study will evaluate electrical equipment rated at 120 volts or higher at the following Utilities sites:
Seven (7) groundwater well sites;
Blending and Disinfection Facility;
Prell Road Reservoir;
Wastewater Treatment Plant;
One (1) wastewater lift station; and
One (1) stormwater lift station.
2 The asses sment will identify and quantify potential arc flash hazards, establish appropriate safety boundaries, and provide recommendations for equipment labeling, safe work practices, and personal protective equipment (PPE). The results will also help identify potential improvements to enhance employee safety and support compliance with applicable electrical safety requirements.
As an optional task, the consultant may also be directed to develop an Electrical Safety Program and Training for the City's water, wastewater, and stormwater facilities , addressing safe work practices, facility -specific electrical hazards, equipment labeling, and PPE requirements.
DISCUSSION:
On April 6, 2026, the Utilities Department issued a Request for Prop osals (RFP) for Engineering Services for Arc Flash Risk Assessment. The RFP was advertised through PlanetBids and generated interest from 33 prospective proposers. 13 proposals were received and evaluated by a selection committee in accordance with the cri teria established in the RFP, including qualifications and experience, technical approach, understanding of the project, and overall ability to perform the requested services.
Smaart Power, LLC received the highest overall evaluation, with extensive exper ience conducting arc flash risk assessments for public and private -sector clients and having completed numerous similar studies in California. Based on the evaluation, the selection committee determined that Smaart Power, LLC submitted the most responsive proposal and possesses the qualifications and experience necessary to perform the requested services. Staff negotiated a proposed contract (Attachment B) for a total of $154,230, inclusive of required services ($139,770) and optional services ($14,460). St aff also recommends a 20 percent contingency ($30,846) be authorized to address unforeseen services that may be necessary for a complete project.
The completed assessment will provide the City with facility-specific information regarding electrical hazard s and measures necessary to safely operate and maintain the City's electrical equipment. The results will also provide staff with recommendations that can be used to prioritize future safety improvements.
Alternative
The City Council may decline to award the agreement to Smaart Power, LLC and direct staff to reject the current proposals and solicit new proposals. This is not recommended as this alternative would delay completion of the study and the City's ability to e stablish facility-specific electrical safety requirements. Staff recommends proceeding with Smaart Power, LLC based on the competitive selection process, the firm's highest overall evaluation, and its demonstrated experience with similar projects.
Fiscal Considerations
Funding for this project is available within the approved budget for t he Water and Wastewater Enterprise Funds. No additional appropriation is required.
Impact on the Community
3 Approval of the proposed agreement will allow the Utilities Department to complete an assessment of electrical arc hazards and establish facility -specific electrical safety requirements that support employee safety and the reliable operation of essential water, wastewater, and stormwater facilities.
ATTACHMENT(S)
A. Resolution
B. Agreement