TO:Andrew P. Powers, City Manager
FROM:Clifford G. Finley, Public Works Director
DATE:February 25, 2025
SUBJECT: Prefabricated Solar Systems at Various City Facilities (CI 5562) RECOMMENDATION:
1. Approve Third Amendment to Professional Services Contract No. 13195-2023 with Staten Solar Corporation of San Jose, CA for re-roofing all roofs that will receive solar arrays at the Grant R. Brimhall Library, increasing the amount of the agreement by $1,383,823.95 for a revised not-to-exceed amount of $6,882,664.45, and extending the term of the agreement to June 30, 2026.
2. Authorize budget appropriation in FY 2024-25 in the amount of $2,020,000 from A/C #001-0000-311-1000 (General Fund – Fund Balance) to A/C #001-9720-673- 9111 (General Fund, Transfer Out – To Library Fund) and from A/C #110-0000- 311-1000 (Library Fund – Fund Balance) to A/C #110-0000-561-0100 (Library Fund, Transfer In – From General Fund).
3. Authorize budget appropriation and expenditure in the amount of $1,383,823.95 from A/C #110-0000-311-1000 (Library Fund – Fund Balance) to A/C #110-7310- 673-8300 (Library Fund Improvements, CI 5562).
4. Find that this project is exempt from the California Environmental Quality Act pursuant to California Public Resource Code 21080.35, 14 C.C.R. Section 15301, and/or 14 C.C.R. Section 15061(b)(3).
LEVINE ACT ITEM: Yes
FINANCIAL IMPACT:
$1,383,823.95 increase to Adopted FY 2024-25 Library Fund Capital Budget. $1,383,823.95 increase to the Adopted FY 2024-25 Library Fund Capital Budget is requested for the Prefabricated Solar Systems at Various City Facilities (CI 5562). In Addition, a $2,020,000 transfer to the Adopted FY 2024-25 General Fund
Prefabricated Solar Systems at Various City Facilities (CI 5562) February 25, 2025
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Budget to the Library Fund is required due to the additional cost related to CI 5562 and a $789,000 solar tax credit budgeted in FY 2024-25, which is now anticipated to be received in FY 2025-26.
BACKGROUND:
On February 28, 2023, City Council awarded an Energy agreement for the design and construction of the Prefabricated Solar Systems at Various City Facilities (CI 5562) to Staten Solar Corporation in the amount of $5,455,984, plus a contingency of $545,598. The agreement includes one year of operations and maintenance following the Notice of Completion of the systems. On February 1, 2024, Amendment No. 1 was executed in the amount of $41,876.40, to cover the additional cost for required material testing services during construction of solar carports and additional conduits to support future security camera power and data cables.
On May 13, 2024, Amendment No. 2 was executed in the amount of $980.10, to cover the additional cost associated with furnishing and installing grounding wire at all carports at Grant R. Brimhall Library, Transportation Center, and Los Robles Greens Golf Course sites.
Construction of the solar carports at the Transportation Center, Los Robles Greens Golf Course, and Grant R. Brimhall Library have been completed. Construction of the rooftop systems at Newbury Park Library and Teen Center are underway.
Construction of the rooftop solar systems at Goebel Adult Center and Grant R.
Brimhall Library have not yet begun.
DISCUSSION/ANALYSIS:
Before construction of the rooftop solar system at Grant R. Brimhall Library can begin, re-roofing of the library is needed to obtain a full warranty on the roofs. The existing roofing materials have been in place since 2006 and 2007 and are nearing the end of their service life. Re-roofing and construction of solar systems are expected to be completed by June 30, 2025.
Amendment No. 3 (Attachment #1) to the current agreement with Staten Solar Corporation is for an additional $1,383,823.95 for re-roofing and extends the contract term by six months to June 30, 2026. This extension will provide the additional time needed for re-roofing at Grant R. Brimhall Library, completion of all solar systems, and one year of operations and maintenance.
This project meets City Council’s Top Ten Priorities #7, “Public Works + Infrastructure Investments.”
Prefabricated Solar Systems at Various City Facilities (CI 5562) February 25, 2025
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California Environmental Quality Act (CEQA)
The City has reviewed this project and determined that it is exempt from the provisions of CEQA on multiple grounds. This project is exempt from CEQA pursuant to the statutory exemption outlined in Public Resources Code Section 21080.35 as the project consists of the installation of solar energy systems on the roof of an existing building and at an existing parking lot, and none of the exceptions outlined in Public Resources Code Section 21080.35 apply to this project. The project is also exempt from CEQA under a Class I categorical exemption (14 C.C.R. Section 15301) because it involves the minor alteration of existing facilities with improvements that would lead to negligible or no expansion of use beyond the use existing at this time. The project is also exempt from CEQA under the commonsense exemption [14 C.C.R. Section 15061(b)(3)] because it can be seen with certainty that there is no possibility that the project may have a significant effect on the environment.
LEVINE ACT (California Government Code § 84308):
This item is subject to the Levine Act. City Councilmembers who have received a campaign contribution of more than $500 (aggregated) within the preceding 12 months from a party or their agent/representative, or a financially-interested participant involved in this proceeding may do either of the following: (1) disclose the contribution on the record and recuse themselves from this proceeding; or if applicable (2) return the portion of the contribution that exceeds $500 within 30 days from the time the official knew or should have known about the contribution, and participate in the proceeding.
All parties and their agents/representatives must disclose on the record of this proceeding any aggregated contribution of more than $500 made to any Councilmember within the preceding 12 months. Councilmembers are prohibited from accepting, soliciting, or directing a campaign contribution of more than $500 (aggregated) from a party, their agent/representative, or a financially-interested participant during a proceeding and for 12 months following the date a final decision is made. In addition, a party, their agent/representative, or a financially- interested participant is prohibited from contributing more than $500 (aggregated) to a Councilmember during a proceeding and for 12 months following the date a final decision is made.
CIP PROJECT PRIORITY (as outlined in FY 2023-24 and FY 2024-25 CIP Program Budget)
Priority Three – Nice to do and would contribute to quality of life, but not essential.
Prefabricated Solar Systems at Various City Facilities (CI 5562) February 25, 2025
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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
Attachments:
Attachment #1 – Third Amendment to Agreement with Staten Solar Corporation Contract No. 13195-2023
DPW: 850-20\ev\Council\2025\022525\CI5562\Prefabricated Solar Systems at Various City Facilities staff report.docx