TO:Andrew P. Powers, City Manager
FROM:Clifford G. Finley, Public Works Director
DATE:January 16, 2024
SUBJECT: Third Amendment to Energy Information System Agreement RECOMMENDATION:
1. Approve Third Amendment to Professional Services Agreement No. 12649- 2021 with SitelogIQ, Inc. (Ontario, CA) for integrating Building Automation System (BAS) data from Hill Canyon Treatment Plant (HCTP) and the Municipal Service Center (MSC) into the Energy Information System (EIS), adding the solar photovoltaic (PV) data from Goebel Adult Center, Grant R. Brimhall Library, Newbury Park Library, Teen Center, and Transportation Center to the EIS, extending the term of the Agreement to January 25, 2025, and increasing the amount of the Agreement by $51,365.48 for a revised not-to-exceed amount of $112,037.72.
2. Approve a single-source designation to SitelogIQ, Inc. for the EIS Agreement.
3. Authorize expenditure in FY 2023-24 in the amount of $51,365.48 from A/C #001-5060-612-5699 (General Fund, Contracted Services).
4. Find that this action is not a project as defined under the California Environmental Quality Act (CEQA).
FINANCIAL IMPACT:
No Additional Funding Requested. Cost of staff time to prepare the Amendment and staff report is included in the Adopted FY 2023-24 General Fund Budget.
Funding for the additional expenditure of $51,365.48 for expansion of the Energy Information System is available in the Adopted FY 2023-24 General Fund Budget.
Third Amendment to Energy Information System Agreement
January 16, 2024
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2 BACKGROUND:
On January 26, 2021, the City entered into a Professional Services Agreement with SitelogIQ, Inc. (formerly EcoVox, Inc.). The services in the Agreement included monitoring of the City’s BASs and EIS, hosting and maintaining the EIS software, and supporting integration of new BAS and electric, gas, and water meters, with a not-to-exceed amount of $20,224.08. On January 18, 2022, the First Amendment was processed, extending the Agreement for one year and increasing the not-to-exceed amount to $40,448.16. On December 14, 2022, the Second Amendment was processed extending the Agreement for another year and increasing the not-to-exceed total to $60,672.24. This current Agreement is due to expire on January 25, 2024, unless extended as provided for in the contract.
DISCUSSION/ANALYSIS:
The City owns and operates 12 major facilities, as well as water pumping stations, sewer lift stations, irrigation systems for landscaping, and hundreds of street and traffic lights. Together, these facilities use more than 17 million kWh of electricity and 19 million kBtu of natural gas annually. Energy costs for these facilities combined exceed $4 million per year. The City’s control over these energy uses offers a significant opportunity to save public funds and cut carbon emissions through operational improvements, equipment upgrades, energy efficiency measures, and renewable energy alternatives. EISs are a proven tool for identifying energy optimization solutions. By automating data gathering, EISs provide sophisticated data analytics, standardized energy reporting, and energy- and cost-saving recommendations.
The EIS includes electricity and natural gas usage and associated cost data for all City facilities and water pumps. The EIS also imports BAS diagnostic data from the Civic Arts Plaza (CAP), Goebel Adult Center, Grant R. Brimhall Library, Newbury Park Library, and Teen Center. Through automated monitoring of BAS data, the EIS detects potential faults in HVAC equipment. SitelogIQ, Inc. staff review these detected faults and report to City staff for further investigation and resolution. This service results in more timely detection and resolution of HVAC equipment faults, reducing maintenance and energy expenses and increasing the thermal comfort of occupants of City facilities.
In FY 2022-23, the City’s Facilities Division engaged a BAS contractor (Sunbelt Controls, Inc.) to install a BAS at the MSC Building C and HCTP Maintenance Building #1. The Facilities Division anticipates expanding the BAS installation at HCTP to include the Administration, Gravity Belt Thickening (GBT), De- watering/Generator, Tertiary Filter, Maintenance #2, Blower #1, and Blower #2 buildings during FY 2023-24. Once these improvements are completed, the EIS needs to be expanded to include the new data.
Third Amendment to Energy Information System Agreement
January 16, 2024
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2 Energy generation data from the City’s existing solar PV systems are also imported into the EIS. Having these data available in the EIS enables City staff to monitor performance and detect and resolve any issues, thereby reducing energy use and costs. In FY 2023-24, the City anticipates the addition of rooftop and carport solar PV systems at the Transportation Center, Goebel Adult Center, Grant R. Brimhall Library, Newbury Park Library, and Teen Center. These systems are anticipated to be completed before December 31, 2024. Importing solar generation data from these sites will enable monitoring and resolution of performance issues related to the solar PV installations.
The Third Amendment (Attachment #1) to the current Agreement with SitelogIQ, Inc., for a total of $51,365.48, will require all of the new energy information to be added to the EIS. The Scope of Work includes the following:
· $22,716.28 for the addition of BAS data from HCTP and MSC and solar PV data from Goebel Adult Center, Brimhall Library, Newbury Park Library, Teen Center, and Transportation Center to the EIS.
· $28,649.20 for annual monitoring, software maintenance and hosting, and supporting services.
The integration of this additional data will enable City staff to monitor performance and detect and resolve any equipment issues, thereby reducing energy use and costs. A single-source designation is requested as the City wishes to continue to utilize the existing EIS which was developed by SitelogIQ, Inc. to integrate energy data from all available City sources (meters, submeters and BASs). Moving to a different vendor would require the development of a completely new EIS.
This action meets City Council’s Top Ten Priorities #6, “Public Works + Infrastructure Investments.”
This action is not a project as defined under the CEQA because this action will not result in a direct or foreseeable indirect physical change in the environment [14 CCR 15060(c)].
Third Amendment to Energy Information System Agreement
January 16, 2024
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2 COUNCIL GOAL COMPLIANCE:
Meets the following City Council goals:
C. Operate City government in a fiscally and managerially responsible and prudent manner to ensure that the City of Thousand Oaks remains one of California's most desirable places to live, work, visit, recreate, and raise a family.
F. Provide and enhance essential infrastructure to ensure that the goals and policies of the Thousand Oaks General Plan are carried out and the City retains its role and reputation as a leader in protecting the environment and preserving limited natural resources.
PREPARED BY: Kenneth Wang Senior Analyst
Helen Cox, Sustainability Division Manager
Attachments:
Attachment #1 – Third Amendment to Agreement with SitelogIQ, Inc.
DPW: 810-25\ev\Council\2024\011624\Third Amendment to EIS Agreement staff report.docx